Position Summary: We have an exciting opportunity to join our team as a Administrative Supervisor.
In this role, the successful candidate Responsible for performing work primarily in a supervisory or administrative capacity. Provides leadership to lower level clerical/concierge staff and assists the department head in the day to day operational management of the department.
Performs other duties as assigned.
Processes check requests, travel reimbursement, petty cash and IOIs.
Submits requests for minor constructions/repairs within the department, requests for new and relocation of telephone and computer equipment.
Coordinates activities, schedules appointments, meetings and special events for five department managers. Coordinates and assists supervisors in the screening and selection of clerical/concierge staff. Counsels staff with departmental policies and procedures.
Provides management support to the Administrative Director. Interacts with managers within and outside the department to plan, problem solve and facilitate departmental operations and serves as a resource person.
Manages payroll. Prepares and maintains accurate payroll and personnel records for 112 employees.
Sets up and maintains files and complex records of departmental and program activities. Maintains records in an organized and up-to-date manner. Maintains information for the department in accordance with departmental Medical Center, Federal, State and City Agency regulations. Periodically reviews files to check whether renewals are due, copies are clear, or whether additional information is necessary; initiates corrective follow-up.
Greets, directs, and responds to the needs and requests of the staff, patients and general public. Answers telephones and inquiries promptly and courteously; identifies the department when answering the phone. Directs telephone calls and visitors appropriately based on content or inquiry. Obtains information, answers questions, and resolves routinely moderate problems in accordance with departmental, and/or Medical Center policies and procedures. Takes messages accurately, dates them and conveys them on a timely basis.
Orders and maintains an inventory of supplies for the department or oversees the function. Orders the correct type of supply based on supervisors instructions and/or past practice; initiates follow-up with the Vendor/General Stores, Purchasing, Receiving, Accounts Payable or Printing as needed. Ensures there is an adequate level of supplies available on an on-going basis while adhering to budgetary restrictions. Arranges for the repair/removal of malfunctioning equipment according to the supervisors instructions.
Participates in the selection and evaluation of clerical/concierge staff and provides them with training and on-going guidance and supervision. Follows personnel and departmental guidelines when interviewing or evaluating the personnel. Trains employees effectively in the procedures of the department and pertinent Medical Center policies. Makes recommendations and provides feedback for evaluation which is fair, accurate, and objective based on qualifications/performance. Offers continuing guidance and assistance to employees on work activities, procedures, and performance-related issues as appropriate. Ensures that the supervisor is kept aware of the performance of each employee on an ongoing basis. Keeps supervisor apprised of situations which may require disciplinary action.
Supervises, assigns, directs, and coordinates the work of subordinate secretarial/clerical/concierge staff in the department. Utilizes personnel efficiently by delegating assignments based on the employees skill and ability in order to meet deadlines and establish adequate personnel coverage. Monitors assignments to ensure neatness, accuracy, and completion. Ensures that tasks are completed in accordance with established practices.
Composes, prepares, and edits general correspondence. Prepares responses which are clear, grammatically correct and meet content requirements. Completes responses and sends them out promptly. Properly formats responses and adheres to general guidelines given by supervisor. Routes non-routine correspondence to supervisor and attaches related records or information to correspondence.
Assists in preparation of departmental operating and capital budgets. Compiles and assembles basic information needed for budget based on past practice or supervisors instructions. Calculates figures correctly. Verifies and records revenues and expenses accurately. Resolves discrepancies and maintains records according to departmental procedures. Reviews MFRs in order to ensure revenues and expenses are being accurately recorded. Contacts appropriate representatives in order to resolve discrepancies. Identifies issues which should be brought to supervisors attention. Reviews invoices, expense reports, etc. to ensure charges are in accordance with supervisors instructions or Directors approval. Makes recommendations for enhancement of financial record keeping systems.
Collects, updates, and summarizes data and statistics for the departments. Obtains appropriate data sufficient to satisfy the project requirements. Utilizes appropriate sources to complete the assignment. Submits data to the director which is neat and well-written.
Composes, prepares and edits reports, correspondence, etc. Prepares materials neatly and timely. Proof reads, edits, properly organizes, and formats the materials as needed. Contacts the service/maintenance company for needed repairs and makes suggestions to the supervisor for software/hardware enhancements. Written materials are clear, grammatically correct and meet content requirements. Routes complex correspondence to the supervisor and attaches related records or information to the correspondence.
Assists in the preparation of the departmental or program budget. Compiles and assembles basic information needed for the budget based on past practice or directors instructions. Verifies, records and resolves discrepancies of revenues and expenses. Makes recommendations for the enhancement of financial record keeping systems.
Maintains contact with sections in the department and other NYULMC departments under minimal supervision. Plans and coordinates interrelated activities effectively and efficiently according to schedule. Schedules appointments and conferences, confirms attendance, and facilitates program operation. Attends meetings and participates on committees, as required. Prepares minutes as required.
Minimum Qualifications: To qualify you must have a Bachelor's degree or an equivalent combination of academic and experience background, including business school courses. Minimum of four years of responsible secretarial experience required. Typing (60 wpm) required. Knowledge of medical terminology and work processing as needed
Preferred Qualifications: Knowledge of computer systems, work processing, database and spreadsheets. Excellent communication and interpersonal skills.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Langone Health provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.
NYU Langone Health is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online. If you wish to view NYU Langone Health's EEO policies, please click here. Please click here to view the Federal 'EEO is the law' poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information. To view the Pay Transparency Notice, please click here.
NYU Langone Medical Center, a world-class patient-centered integrated academic medical center, is one of the nation's premier centers for excellence in clinical care, biomedical research, and medical education. Located in the heart of Manhattan, NYU Langone is composed of four hospitals – Tisch Hospital, its flagship acute care facility; Rusk Rehabilitation; the Hospital for Joint Diseases, one of... only five hospitals in the nation dedicated to orthopaedics and rheumatology; and Hassenfeld Children's Hospital, a comprehensive pediatric hospital supporting a full array of children's health services across the medical center – plus the NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. The medical center's tri-fold mission to serve, teach, and discover is achieved 365 days a year through the seamless integration of a culture devoted to excellence in patient care, education and research. For more information, go to www.NYULMC.org.