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Loretto Hiring for Office Administration Supervisor Job at Syracuse, NY Full Time
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Overview:
An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.
Physical Requirements
Provides support and assistance to the administrator and other directors and departments, both personally and/or through support and secretarial staff. Interfaces with facility administrators, directors and supervisors across the organization regarding guidelines, regulations and communications. Provides technical support and guidance to meet the clerical and administrative support needs of the facility. Provides supervision to unit secretaries and other administrative support staff. Ensures proper administrative procedures are understood and followed by supervisees. Oversees the efficient, thorough and timely completion of all staff assignments and responsibilities to various clinical and non-clinical departments.
Responsibilities:
Job duties specific to this position:
- Supervises, oversees and provides support to customer service staff, security personnel, administrative support staff and assigned per diem or contract staff.
- Supervises, oversees all 10 unit secretaries.
- Maintains schedules and appropriate staffing of customer service and administrative support staff.
- Prepares and submits payroll for supervised staff. Maintains staff attendance, vacation schedules and payroll data.
- Maintains adequate level of office supplies within budget constraints.
- Ensures secretarial and other staff understand and comply with Loretto policies and procedures.
- Maintains centralized files and resources of applicable regulatory information, contracts, etc.
- Maintains DOH files pertaining to complaints, survey results, etc.
- Provides assistance to other RHCFs with DOH survey information, data, results, etc.
- Develops reports and maintain data input to monitor metrics such as DOH info, in-service education, orientation, reorientation, and accident/incident data, etc.
- Acts as liaison to Auxiliary and County Ombudsman Program.
- Develops fliers, announcements, posters, invitations, or notices as requested.
- Participates in and provides support to committees, teams and programs as requested. Examples include Quality Improvement, Health Care Advisory Committee etc.
- Supports, leads or participates in special events or activities for residents or staff.
- Provides administrative support and assistance to the Administrator and delegated staff.
- Tracks, organizes and develops meeting materials. Records minutes of various meetings and distributes to staff.
- Inputs data and maintains reports pertaining to data of specific RHCFs.
- Maintains and monitors reports in the areas of discharge (D/C) planning and FIM reports.
- Organizes and maintains office files.
- Provides in-service training for customer service and administrative support staff on corporate/departmental policies, procedure, regulations, etc.
- Coordinates schedules and pricing of services for contract beauticians.
- Addresses and responds to any resident/family concerns and assists in providing services to residents regarding customer service, beautician services, etc.
- May coordinate large-scale mailings to families of residents.
- Responsible for all social work letters of notification to resident families regarding care plan meetings.
- Oversees Wanderguard tags and Beepers for Securecare Systems.
- Provides primary support and act as liaison to medical staff and Medical Director.
Job expectations as a Supervisor:
- Coordinates the work of an assigned group of employees. Communicates work instructions, distributes and monitors work.
- Acts as the primary contact for routine issues in their area of responsibility; may be a “working supervisor”, who performs same work as subordinate staff. The role focus is tactical and execution oriented.
- May complete and approve schedules in a timely and efficient manner. Ensures the most efficient utilization of assigned personnel to ensure an optimal workflow.
- Provides technical training and assistance on new equipment or procedures. Assists in ensuring employees are provided with appropriate resources.
- May provide input to employee performance and alert manager to employee performance issues.
- Promotes and role models a culture of service excellence and customer service within their functional area.
- Creates, promotes and maintains collaborative relationships and partnerships with peers and staff throughout the organization using active listening, unbiased and nonjudgmental language, and open communication style.
- Uses effective communication and critical thinking skills during conflict resolution, problem solving, decision making, coaching and other complex dialogues.
Job expectations for all Loretto employees:
- Promotes and role-models the mission, values, vision and strategic goals of Loretto in all interactions with staff, peers, residents, family members, vendors and visitors. Treats people with dignity, professionalism and kindness.
- Demonstrates excellent internal and external customer service skills such as friendly greeting, making eye contact, listening attentively, responding in a timely manner, showing respect and empathy and acting as a role model for staff and peers.
- Demonstrates excellent work attendance, reliability and work ethics.
- Attends and actively participates in required meetings and training sessions.
- Complies with established policies, procedures, and codes of conduct at all times.
- Adheres to all health and safety requirements, regulations, policies and procedures.
- Practices and teaches safety awareness. Identifies and reports or corrects any possible safety or environmental issues.
- Understands all HIPAA and other compliance & regulatory requirements associated with their role, including completion of required internal or external training/certifications.
- Performs a variety of related duties as assigned.
INDPRO
Qualifications:
- High School diploma required. Associates degree desired.
- 3+ year’s experience in office administration or as an Executive Assistant preferred. Experience in customer service also desired.
- 0-2 years of prior supervisory experience.
- Ability to lead, guide and motivate staff.
- Outstanding interpersonal and communication skills including the ability to communicate effectively with clients, residents, and families from diverse backgrounds who may have physical, sensory and mental impairments.
- Ability to analyze problems, plan resolution strategies, implement solutions and evaluate outcomes.
- Ability to compose professional and grammatically correct emails and communications.
- Highly proficient in MS Office (Outlook, Word, Excel and Powerpoint) and able to learn new software rapidly.
An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.
Physical Requirements
Walking 15.00%
Standing 15.00%
Sitting 70.00%
Lifting Nominal, up to 25 lbs.
Benefits:
- Excellent medical, dental, prescription and vision insurance
- Disability coverage
- Tuition Reimbursement Program
- 401(k) Retirement/Pension Plans
- Discounted Gym Membership
- Free Loretto Health Clinic Visits
- Generous Paid Time-Off Accrual
- Fun events for employees
- Convenient locations with free parking
- Employee Coaches – to help you achieve life goals
- Diaper Assistance Program
- Opportunity for career growth and movement within 19 sites!
