Administrative Supervisor

Job Responsibilities:

• 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.
• 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.
• 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.
• 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.
• 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.
  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.
• Supervises, assigns, directs, and coordinates the work of subordinate secretarial/clerical 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.
• Participates in the selection and evaluation of clerical 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.
• 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.
  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.
• 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.
• Manages payroll. Prepares and maintains accurate payroll and personnel records for 112 employees.
• 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.
• Coordinates activities, schedules appointments, meetings and special events for five department managers. Coordinates and assists supervisors in the screening and selection of clerical staff. Counsels staff with departmental policies and procedures.
• Submits requests for minor constructions/repairs within the department, requests for new and relocation of telephone and computer equipment.
• Processes check requests, travel reimbursement, petty cash and IOIs.