Loretto Hiring for Office Administration Supervisor Job at Syracuse, NY Full Time

Responsibilities:

• 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.

• 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.

• 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.

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.

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!