Administrative Supervisor

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    "url": "https://careers-stonybrookmedicinecpmp.icims.com/jobs/4777/administrative-supervisor/job",
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    "title": "Administrative Supervisor",
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    "datePosted": "2024-06-06T08:32:19.817Z",
    "description": "<h2>Overview</h2>\n<p><strong>Administrative Supervisor  - Stony Brook Surgical Associates, UFPC  </strong></p>\n<p><strong>Location: Stony Brook</strong></p>\n<p><strong>Schedule: Full Time</strong></p>\n<p><strong>Days/Hours: </strong>Monday - Friday; 8:30 AM - 5 PM </p>\n<p><strong>Pay: $67,936 - 76,162</strong></p>\n<p>Our compensation philosophy aims to provide marketable compensation programs and to compensate employees based on relevant experience and education. Individual compensation discussions begin during the hiring process and may occur during job review and promotional opportunities. Salaries vary depending on experience, education and current market for the position. Human Resources determines the external and internal equitable salary for each employee.  </p>\n<p>The above salary range (or hiring range) represents Stony Brook CPMP’s good faith and reasonable estimate of the range of possible compensation at the time of posting</p>\n<h2>Responsibilities</h2>\n<p><strong>SUMMARY:</strong>The Administrative Supervisor supports the Administrative Manager in overseeing daily administrative operations across Pediatric subspecialty divisions. This role provides direct supervision to Administrative Medical Coordinators and is responsible for payroll oversight, time and attendance monitoring, performance evaluations, staff coaching, and administrative workflow oversight.</p>\n<p><strong> </strong></p>\n<p> </p>\n<p><strong>Job Duties & Essential Functions:</strong></p>\n<ul>\n <li>Support the Administrative Manager in overseeing divisional administrative operations by coordinating staff activities and reinforcing standardized workflows.</li>\n <li>Directly supervise Administrative Medical Coordinators, providing day-to-day guidance, coverage coordination, coaching, and issue resolution.</li>\n <li>Provide administrative oversight of residency program operations, with primary programmatic authority retained by the Vice Chair for Education, supporting ACGME compliance, accreditation activities, trainee evaluations, duty hour monitoring, recruitment processes, and educational events. </li>\n <li>versee staff execution of core administrative functions, including clinic, procedure, and testing scheduling; prior authorizations; referrals; insurance coordination; patient communication; documentation accuracy; and provider follow-up.</li>\n <li>Monitor workload distribution and scheduling practices to ensure appropriate coverage, timely access, and optimal utilization.</li>\n <li>Review, approve, and monitor payroll, timekeeping, attendance, and leave usage to ensure accuracy and compliance with institutional policies.</li>\n <li>In collaboration with the Manager, conduct regular performance check-ins and complete employee performance evaluations.</li>\n <li>Address performance concerns in real time and partner with the Administrative Manager and Human Resources on corrective actions.</li>\n <li>Support onboarding and training of new administrative staff.</li>\n <li>Identify workflow inefficiencies, scheduling risks, or access barriers and escalate recommendations</li>\n <li>Ensure adherence to departmental, CPMP, and institutional policies.</li>\n <li>Assist with special projects and operational initiatives as assigned.</li>\n</ul>\n<p> </p>\n<h2>Qualifications</h2>\n<p><strong>Required Education & Qualifications:</strong></p>\n<ul>\n <li>Associates degree. In lieu of degree, will accept four (2) years of experience in operations or healthcare management</li>\n <li>Three (3) years of administrative experience in operations or healthcare setting</li>\n <li>Experience overseeing scheduling, patient coordination, and administrative workflows.</li>\n <li>Familiarity with clinical scheduling, prior authorizations, and patient access workflows</li>\n <li>Demonstrated ability to lead teams in a complex healthcare or academic environment</li>\n <li>Excellent communication, organizational, and conflict resolution skills</li>\n <li>Proficiency in Microsoft Office Suite and EMRs</li>\n</ul>\n<p> </p>\n<p><strong>Preferred Qualifications: </strong></p>\n<ul>\n <li>Degree ideally in business administration, healthcare management, or related field</li>\n <li>One (1) year of supervisory experience with demonstrated ability to lead, coach, and develop staff.</li>\n <li>Experience in academic medicine or a large healthcare organization.</li>\n</ul>\n<p> </p>\n<p><strong>Physical Demands:</strong></p>\n<p>The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with patients, staff and medical providers. The employee must be able to exchange accurate information in these situations. This position is largely sedentary and requires the employee to remain stationary for a majority of the day. Any additional physical demands will be outlined and provided by management. </p>\n<p> </p>\n<p><em><strong>The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of CPMP.  </strong></em></p>\n<p> </p>\n<p>StaffCo is a Professional Employer Organization, commonly referred to as a PEO, duly organized and registered under the New York Professional Employer Organization law. StaffCo and SUNY have entered into a professional employer agreement under which StaffCo is the employer of Stony Brook Clinical Practice Management Plan employees and responsible for all aspects of employment, including hirings, promotions, disciplines, terminations, the day-to-day direction and supervision of work, as well as labor relations and collective bargaining. StaffCo is fully responsible for providing all payroll and human resources services, including the payment of wages, collecting and reporting payroll taxes and maintaining any and all employee benefits.  SUNY Stony Brook Hospital is responsible for the operation of the hospital and provision of health care and is the co-employer as is necessary to conduct its responsibilities and for related licensure, regulatory or statutory requirements and obligations.    </p>\n<p> </p>\n<p>Given StaffCo’s employment responsibilities, it is deemed the “employer” for employment and labor law purposes.  Thus, the employees are private sector employees of StaffCo, not public sector employees of SUNY.  The private sector nature of the StaffCo employees has been approved by NYS Civil Service and upheld in a decision by the US National Labor Relations Board. </p>\n<p> </p>\n<p>CPMP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected status.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfer, leaves of absence, compensation and training. </p>\n<p> </p>\n<p>CPMP expressly prohibits any form of workplace harassment based on race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected status.  Improper interference with the ability of CPMP’s employees to perform their job duties may result in discipline up to and including discharge.</p>",
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    "validThrough": "2027-06-06T08:32:19.817Z",
    "employmentType": "FULL_TIME",
    "responsibilities": "SUMMARY:The Administrative Supervisor supports the Administrative Manager in overseeing daily administrative operations across Pediatric subspecialty divisions. This role provides direct supervision to Administrative Medical Coordinators and is responsible for payroll oversight, time and attendance monitoring, performance evaluations, staff coaching, and administrative workflow oversight.\r\n \r\n \r\nJob Duties & Essential Functions:\r\n- Support the Administrative Manager in overseeing divisional administrative operations by coordinating staff activities and reinforcing standardized workflows.\r\n- Directly supervise Administrative Medical Coordinators, providing day-to-day guidance, coverage coordination, coaching, and issue resolution.\r\n- Provide administrative oversight of residency program operations, with primary programmatic authority retained by the Vice Chair for Education, supporting ACGME compliance, accreditation activities, trainee evaluations, duty hour monitoring, recruitment processes, and educational events. \r\n- versee staff execution of core administrative functions, including clinic, procedure, and testing scheduling; prior authorizations; referrals; insurance coordination; patient communication; documentation accuracy; and provider follow-up.\r\n- Monitor workload distribution and scheduling practices to ensure appropriate coverage, timely access, and optimal utilization.\r\n- Review, approve, and monitor payroll, timekeeping, attendance, and leave usage to ensure accuracy and compliance with institutional policies.\r\n- In collaboration with the Manager, conduct regular performance check-ins and complete employee performance evaluations.\r\n- Address performance concerns in real time and partner with the Administrative Manager and Human Resources on corrective actions.\r\n- Support onboarding and training of new administrative staff.\r\n- Identify workflow inefficiencies, scheduling risks, or access barriers and escalate recommendations\r\n- Ensure adherence to departmental, CPMP, and institutional policies.\r\n- Assist with special projects and operational initiatives as assigned.\r\n ",
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