Administrative Manager

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Job Summary

This position provides direct administrative and operational support to the Vice President, Executive Director, ensuring that the priorities of the Executives are pursued and met. This position is also responsible for coordinating and providing effective organizational support services within the Weiler Administrative Office, supervising the administrative staff and activities of the department, and managing departmental activities according to established policies and procedures. Participate and collaborates in hospital committees and ensures appropriate communication with management and administrative staff.

Job Responsibilities

• On behalf of the Executive Director, sets the agenda for the leadership team, and directs follow-up activities organized to accomplish objectives set by the Executive Director. In addition, leads and convenes long-standing and adhoc committees to address important organizational concerns.
• Manage the day to day activities of the Executive Director's office. Responsibilities included but not limited to heavy calendaring, meeting coordination, dissemination of information to directors, associates and senior leadership, and triage phone calls.
• Leads initiatives that result in more effective and efficient administrative processes and structure.
• Address patient/family complaints presented to the Moses Administrative offices by patient walk-ins and phone calls. Document these complaints, and if not resolved, refer to pertinent areas for corrective action. Serve as liaison between patients, families, and hospital staff. Improve hospital services for patients and all concerned.
• Expense oversight and management. Budget preparation and management, FSR, meeting monthly/quarterly with representative from the budget office, manage expenses on the Administration and Nursing Administration cost centers.
• Responsible for P-Suite ordering, purchasing office equipment and supplies for department-copier/fax/scanner and computer equipment. Collaborate with MIS for installation of new programs and equipment, including maintenance and repairs.
• Review and approve invoices for payment. Oversee the preparation of check requests, petty cash, along with purchase orders and ordering of supplies.
• Assists with the implementation of special projects as assigned. Follow-up to issues brought to administration or Department Heads. Discuss Issues with the Executive Director and get feedback.
• Recruit, interview, and hire staff for Moses Administrative Office staff at Legacy hospitals including volunteers. Manage their day to day activities including orientation, ongoing training, timekeeping, performance feedback evaluations, counsels and discipline, including termination, when appropriate. Provide or coordinate back up administrative support to site leadership as needed.
• Supervises Payroll for the Executive Office/Administration staff.
• Maintain personnel files for administrative support and clergy and coordinate with Executive Directors direct reports to ensure that their personnel file and those in their services are compliant.
• Associate engagement event planning, coordination and execution.
• Responsible for all marketing material on Internet, Intranet and Patient Guide.
• Gather and maintain volume statistics for all sites (weekly, monthly)
• Other responsibilities as assigned.

Qualifications

• Associate's Degree required, Bachelor's Degree preferred.
• Minimum 3 years work experience required.
• Candidate should have extensive knowledge of Microsoft Office, Kronos and SAP..
• Strong Management and Leadership skills required.
• Full understanding of Montefiore policies, HR and Timekeeping protocol, Trainee regulations, as well as full working knowledge of Einstein's systems.