Strength Through Diversity
Ground breaking science. Advancing medicine. Healing made personal.
- The Mount Sinai Health System
Job Class Code: MZ18 Job Title: Administrative Manager
Grade: 27E Reports to: Senior Director
Patient Contact: 0 (yes) 1 (no) Patient Care: 0 (yes) 1 (no) FLSA Code: E
The Administrative Manager oversees the administrative, operational and financial activities of a department or medical care unit, typically with oversight of 1-2 areas. Ensures the successful coordination and delivery of the day-to-day operations including staffing and administration of policies and procedures. Responsibilities include overall support to a Vice-President or Chairman as related to day-to-day operations of the department or office. Coordinates the administrative activities for the clinical, administrative, and academic department or departments for which the VP or Chair is responsible.
Essential Duties and Responsibilities
1. Establishes major schedules, task assignments and allocation of manpower, space and equipment to ensure conformance with PMO and departmental goals and objectives.
2. Administers PMO, PPS, and departmental contracts and grants in accordance with MSMC policies, sponsors’ and DOH’s requirements regarding the maintenance of records, reports, controls and conditions governing expenditure of funds.
3. Recommends changes in operational policies and procedures to ensure compliance with the organization’s guidelines. Ensures activities are in compliance with federal, state and local including DOH’s DSRIP related regulations and/or guidelines.
4. Assists in the determination of fiscal requirements and prepare budgetary recommendations; monitors, verifies and reconciles expenditure of budgeted funds.
5. Monitors budgets, DSRIP and grant allocations, and maintains accruals. Prepares documents required to maintain balanced accounts for review and approval.
6. Ensures the adherence to budget parameters and compliance procedures.
7. Maintains liaison with all levels of administration and faculty and/or outside organizations to coordinate operational activities, to accomplish directives and to facilitate the resolution of problems.
8. Prepares operational and financial reports and analyses. Setting forth progress, adverse trends and appropriate recommendations or conclusions.
9. May serve as the department’s liaison with MSHS administrative and professional staff and external stakeholders regarding MSMC policies and procedures, personnel administration, grant administration and budgetary preparation and control.
10. Interprets and administers personnel policies such as hiring, performance appraisals, and training, disciplining and salary recommendations. Ensures compliance with federal, state and local regulations regarding equal pay and equal employment.
11. Maintains departmental employee files, and ensure compliance with regulatory standards. Initiates and follows through on human resources and payroll transactions. Generates weekly payroll submission. Maintains liaison with human resources and payroll to coordinate and resolve issues and problems.
12. Assists in the planning of short and long-range goals for the department, unit or division. Prepares and evaluates proposals to implement new programs and expand existing ones.
13. Assists in the implementation of quality assurance programs and monitoring activities to meet standards and regulations of accrediting agencies such as JCAHO, CARF and New York State and City Department of Health.
14. Partners with management in the planning, scheduling, coordination and reporting of activities to ensure that projects, goals and objectives are accomplished on time and within budget.
15. Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports.
16. Mentors, train and/or conduct orientation for new office support staff and monitors performance.
17. Coordinates administrative, secretarial and/or general office support coverage.
18. Assign work, set deadlines and supervise the work of assigned staff, and participate in performance appraisal process.
19. Assists in the planning and logistical arrangements for forums, conferences, seminars, meetings and/or visiting professorships. Assist in the development and coordination of informational packets for participants. Transcribes and distributes minutes.
20. Ensures adequate restock of supplies for department. Takes inventory or examines merchandise to identify items to be reordered or replenished. Requisitions merchandise from supplier and collaborates with Purchasing to secure the best pricing for equipment and supplies. Tracks expiration of vendors’ contracts and renews as needed.
21. Help coordinate meetings and appointments, and maintains supervisor’s calendar.
22. Help make travel arrangements and accommodations. Help prepare travel reimbursements and expense reports.
- Education Requirements Bachelor’s degree in business related field preferred, or equivalent combination of education and applicable work experience (some in a supervisory preferred).
Four years of related business experience with competency in applying general personnel practices, accounting and budgeting principles and coordination of one or more major administrative functions.
Licensing and Certification Requirements (if applicable)
MS Office Suite (please check one): 0 (basic) 1 (intermediate) 0 (advanced)
General Skills and Competencies
1. Communication - Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
2. Decision Making - Identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints, and probable consequences.
3. Building a Successful Team - Using appropriate methods and a flexible interpersonal style to help build a cohesive team; facilitating the completion of team goals.
4. Adaptability - Maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusting effectively to work within new work structures, processes, requirements, or cultures.
5. Building Trust - Interacting with others in a way that gives them confidence in one’s intentions and those of the organization.
6. Aligning Performance for Success - Focusing and guiding others in accomplishing work objectives.
7. Customer Focus - Ensuring that the customer perspective is a driving force behind business decisions and activities; crafting and implementing service practices that meet customers’ and own organization’s needs.
8. Driving for Results - Setting high goals for personal and group accomplishment; using measurement methods to monitor progress toward goals; tenaciously working to meet or exceed goals while deriving satisfaction from that achievement and continuous improvement.
9. Coaching and Developing Others - Providing feedback, instruction, and development guidance to help others excel in their current or future job responsibilities; planning and supporting the development of individual skills and abilities.
10. Building Partnerships - Identifying opportunities and taking action to build strategic relationships between one’s area and other areas, teams, departments, units, or organizations to help achieve business goals.
11. Delegating Responsibility - Allocating decision-making authority and/or task responsibility to appropriate others to maximize the organization’s and individuals’ effectiveness.
12. Gaining Commitment - Using appropriate interpersonal styles and techniques to gain acceptance of ideas or plans; modifying one’s own behavior to accommodate tasks, situations, and individuals involved.
13. Stress Tolerance - Maintaining stable performance under pressure or opposition (such as time pressure or job ambiguity); handling stress in a manner that is acceptable to others and to the organization.
14. Compliance - Assures compliance with regulatory, insurance and ethical standards regarding safety of patients, employees and property. Identifies contingency plans for potential risks.
- Four years of related business experience with competency in applying general personnel practices, accounting and budgeting principles and coordination of one or more major administrative functions