Administrative Supervisor

City/State:

Bronx, New York

Grant Funded:

No

Department:

OHS - Occupational Health Services

Work Shift:

Day

Work Days:

MON-FRI

Scheduled Hours:

8:30 AM-5 PM

Scheduled Daily Hours:

7.5 HOURS

Pay Range:

$65,600.00-$82,000.00

Administrative Supervisor Occupational Health Services (OHS) – Administrative

Occupational Health Services (OHS) is responsible for protecting the health, safety, and operational readiness of more than 24,000 associates across Montefiore's hospitals, ambulatory practices, physician offices, and affiliated entities. Our team plays an essential role in ensuring a healthy workforce through employee health services, occupational medicine, regulatory compliance, workplace injury management, medical surveillance, emergency preparedness, and preventive health programs.

As the Administrative Supervisor, you will provide operational leadership that supports these critical services while ensuring exceptional customer service, operational excellence, and regulatory compliance.

The Administrative Supervisor serves as the operational leader responsible for the day-to-day administration of Occupational Health Services, ensuring the efficient delivery of employee health services while maintaining compliance with organizational policies and federal, state, and regulatory requirements. 

Working in partnership with clinical providers and department leadership, the Administrative Supervisor oversees administrative operations, regulatory compliance, staffing coordination, customer service, financial processes, human resources activities, quality improvement initiatives, and operational reporting.

This role serves as the primary administrative resource for problem-solving, workflow optimization, and operational decision-making while supporting multiple Occupational Health locations and ensuring exceptional service to Montefiore associates.

Key Responsibilities

• Provide direct supervision, coaching, mentoring, scheduling, and performance management for administrative staff.
• Coordinate daily operations to ensure timely processing of employee health services, including: Pre-placement medical clearances, Annual Assessments, Return-to-Work (RTW) clearances, Fitness-for-Duty (FFD) evaluations, Workers' Compensation workflows, Medical surveillance programs
• Oversee Workers' Compensation administrative processes while ensuring compliance with OSHA, Workers' Compensation regulations, and organizational requirements.
• Collaborate with Human Resources, Employee Labor Relations, Legal, clinical providers, and departmental leadership regarding accommodations, alternate duty assignments, and fitness-for-duty determinations.
• Ensure departmental readiness for regulatory inspections conducted by OSHA, The Joint Commission, New York State Department of Health, and other accrediting agencies.
• Monitor departmental compliance metrics and implement corrective action plans when needed.
• Support employee onboarding, orientation, and ongoing administrative staff education.
• Participate in interviewing, hiring, onboarding, and training new employees while fostering employee engagement and professional development.
• Resolve employee and customer concerns using effective service recovery techniques while promoting a culture of professionalism, respect, and accountability.
• Coordinate facility-related issues and partner with Engineering, Environmental Services, Real Estate, Environmental Health & Safety, and other support departments to maintain a safe working environment.
• Build collaborative relationships with Human Resources, Employee Labor Relations, Infection Prevention, Environmental Health & Safety, Information Technology, Payroll, Finance, Facilities, Security, and clinical leadership to support enterprise-wide workforce health initiatives.
• Support payroll administration, staffing schedules, attendance monitoring, and workforce planning.
• Lead continuous quality improvement initiatives through workflow analysis, process standardization, performance metrics, and data-driven operational improvements that enhance efficiency, regulatory compliance, and customer experience.
• Prepare operational reports, dashboards, and leadership presentations utilizing departmental performance metrics.
• Ensure accurate documentation within Epic, Cority, Workday, Microsoft Office applications, and other enterprise systems.
• Maintain confidentiality while handling sensitive employee health and personnel information.
• Monitor staff productivity, attendance, scheduling, and performance while ensuring appropriate staffing levels.
• Provide operational leadership during periods of high organizational demand, including new hire onboarding, influenza vaccination campaigns, annual assessment initiatives, respirator fit testing, and emergency preparedness activities.
• Coordinate departmental meetings, agendas, minutes, presentations, and leadership communications.
• Prepare reports, correspondence, operational analyses, and executive presentations.
• Manage confidential information with discretion and professionalism.
• Perform additional operational projects and assignments as directed.
• Assist with budget preparation, financial reporting, variance analysis, position control, overtime monitoring, and cost center management.
• Analyze operational and financial data to identify trends, discrepancies, and opportunities for improvement.
• Process purchase requisitions, invoices, travel reimbursements, and payment requests.
• Support operational reporting and departmental financial planning.
• Maintain inventory controls for office, medical, and operational supplies.
• Develop operational dashboards and performance reports for leadership.
• Analyze operational, financial, compliance, and workforce data to identify trends and support strategic decision-making.
• Monitor departmental KPIs and recommend process improvements based on data analysis.

Work Environment & Expectations

• Fast-paced, high-volume Occupational Health environment supporting a large healthcare workforce.
• Requires exceptional organizational, leadership, and problem-solving skills.
• Ability to successfully manage multiple competing priorities with changing operational demands.
• Frequent interaction with physicians, advanced practice providers, nursing staff, Human Resources, operational leadership, regulatory agencies, and associates throughout the health system.
• Requires sound judgment, discretion, professionalism, and the ability to manage confidential information.
• Will require schedule flexibility during periods of increased operational demand, including large onboarding events, vaccination campaigns, respiratory fit testing initiatives, regulatory surveys, and emergency preparedness activities.

Minimum Qualifications 

• Bachelor's degree in healthcare administration, Business Administration, Public Health, or a related field preferred. 
• High School Diploma or GED required. 
• Minimum of five (5) years of progressively responsible healthcare operations, ambulatory practice, occupational health, or employee health experience. 
• Minimum of three (3) years of supervisory or leadership experience preferred. 
• Experience supervising staff in healthcare, occupational health, ambulatory, or clinical environment. 
• Strong knowledge of healthcare operations, customer service, workflow management, and performance improvement. 
• Excellent organizational, communication, and interpersonal skills. 
• Demonstrated ability to lead teams while managing competing priorities in a high-volume environment. 
• Advanced proficiency with Microsoft Office Suite and electronic health record systems such as Epic. 

Preferred Qualifications 

• Experience in Occupational Health, Employee Health, Ambulatory Care, or Human Resources operations. 
• Knowledge of OSHA regulations, Workers' Compensation administration, Joint Commission standards, CDC guidelines, and New York State Department of Health requirements. 
• Experience with Epic, Cority, Workday, Kronos/UKG, or similar healthcare information systems. 
• Experience supporting regulatory surveys and compliance initiatives. 
• Lean, Six Sigma, or Quality Improvement experience preferred. 
• Demonstrated success implementing operational improvements and managing change. 

Additional Information 

• Full-time, on-site position 
• Supervisory role 
• Occasional travel between Occupational Health locations required 
• Participation in organizational emergency preparedness and special operational initiatives may be required. 

Montefiore Medical Center is an Equal Opportunity Employer. We are committed to fostering a diverse, equitable, and inclusive workplace where every employee is respected, supported, and empowered to succeed.
 

Montefiore Medical Center is an equal employment opportunity employer. Montefiore Medical Center will recruit, hire, train, transfer, promote, layoff and discharge associates in all job classifications without regard to their race, color, religion, creed, national origin, alienage or citizenship status, age, gender, actual or presumed disability, history of disability, sexual orientation, gender identity, gender expression, genetic predisposition or carrier status, pregnancy, military status, marital status, or partnership status, or any other characteristic protected by law.