ADMINISTRATIVE SUPERVISOR JOB DESCRIPTION

An Administrative Supervisor who understands only general office work will struggle the moment a registration queue backs up, a billing hold delays a claim, or a laboratory compliance audit arrives unannounced. In healthcare, those gaps have direct consequences for patient throughput and revenue cycle performance. The Administrative Supervisor owns the administrative layer of a clinical department or facility, responsible for staffing coverage, regulatory adherence under frameworks such as HIPAA and The Joint Commission, and the day-to-day operations that keep patient-facing teams supported. The role sits between frontline administrative staff and department or hospital leadership.

As the Administrative Supervisor, you oversee registration, billing compliance, staffing, and departmental reporting within a clinical environment, ensuring that administrative operations meet both patient care standards and regulatory requirements. You lead a team of administrative or clerical staff, with accountability extending to performance management, budget monitoring, and cross-departmental coordination with nursing and ancillary services.

Career Impact: Supervisory ownership of Joint Commission and HIPAA compliance processes builds a verifiable track record that distinguishes healthcare administrative professionals when pursuing department manager or Director of Administrative Services roles.

Business Impact: Registration accuracy and timely billing paperwork directly affect a facility's revenue cycle, meaning the work this role performs each day has a measurable effect on whether claims are processed cleanly and on time.

Growth Opportunity: Exposure to budget development, managed care operations, and regulatory reporting across multiple clinical departments positions candidates to move into healthcare operations management or hospital administration.

• Supervise, hire, train, and evaluate administrative or clerical staff to maintain departmental performance standards.
• Monitor daily registration and patient flow operations to ensure accuracy and timely processing of all documentation.
• Enforce compliance with HIPAA, Joint Commission accreditation standards, and applicable state and institutional regulatory requirements.
• Oversee billing, co-pay collection, and deposit processing to support accurate and timely revenue cycle completion.
• Coordinate staffing levels across shifts, including scheduling, timesheet verification, and coverage during absences.
• Prepare and maintain departmental payroll records, periodic compliance reports, and budget variance documentation.
• Partner with nursing, ancillary, and facilities teams to resolve operational issues without disrupting patient care.
• Manage procurement of office and medical supplies within approved budget parameters and departmental needs.

• Bachelor's degree in Business Administration, Health Services, or a related field, or equivalent work experience.
• 3 or more years of administrative supervisory experience in a healthcare or clinical setting, with direct staff management responsibility.
• Working knowledge of HIPAA regulations, patient registration workflows, and healthcare billing procedures.
• Demonstrated ability to supervise staff, manage competing priorities, and implement administrative process improvements.
• Strong analytical and written communication skills, with the ability to prepare reports for hospital and regulatory audiences.
• Proficiency in standard office productivity software and experience with electronic medical record or patient management systems.
• Proven ability to handle confidential patient and personnel information with discretion and in accordance with applicable regulations.

• Experience with clinical laboratory administrative operations or familiarity with CAP, NYSDOH, or JCAHO compliance frameworks.
• Associate's or Bachelor's degree in a healthcare-specific field such as Health Information Management or Hospital Administration.
• Prior experience with managed care systems, insurance verification procedures, and medical terminology in a multi-department clinical environment.
• Background in budget development and monthly financial performance monitoring within a hospital or health system setting.

• Registration error rate, reflecting accuracy of patient intake documentation submitted for billing.
• Claims held or rejected at initial submission, measuring downstream billing impact of registration completeness.
• Staff schedule fill rate per shift, tracking whether approved coverage levels are consistently met.
• Budget variance percentage by period, reflecting accuracy of departmental expense management against approved allocations.
• Time to compliance documentation submission, measuring adherence to regulatory and accreditation reporting deadlines.
• Typical tools: Electronic health record platforms (commonly Epic or Cerner); office productivity suites (commonly Microsoft Office 365).

• Base Salary Range: $52,000 to $72,000 annually, depending on location and facility size
• Bonus: Annual performance bonus of 3% to 8% of base salary, where offered
• Equity: Not typically offered at this level in healthcare settings
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by health system
• PTO: 15 to 22 days annually, plus paid holidays; some facilities offer additional sick leave
• Common Perks: Tuition reimbursement, continuing education support, shift differentials where applicable

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background checks, including criminal history and applicable healthcare-specific screenings, are a condition of employment for all positions. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under federal, state, or local law. Candidates requiring reasonable accommodations during any stage of the application or employment process may request them at any time. Candidates must be authorized to work in the United States.

Embedded within a university and hospital setting, the Administrative Supervisor manages a team of approximately four administrative associates, overseeing complex conferences, sponsored project support, and competing faculty priorities that require high-level judgment. Working closely with senior University and Hospital officials, donors, and sponsors, this role delivers coordinated administrative operations that allow faculty and department leadership to advance institutional goals without disruption.

Core Functions

• Act on behalf of the supervisor or department chair to establish priorities and resolve administrative problems.
• Oversee complex conferences, seminars, and events, including vendor arrangements, materials distribution, logistics, and budget management.
• Compose and draft documents, correspondence, and research materials, and maintain accuracy across unit documents, reports, and websites.
• Plan and manage calendars without prior consultation, resolve conflicts, and arrange travel per applicable policies.
• Oversee complex financial transactions, reconcile budget statements, and resolve discrepancies.
• Coordinate office moves, routine remodeling, and renovations.
• Lead administrative functions of a program or unit, including sponsored project support, HR transactions, visa coordination, and supervision of support staff.

Qualifications & Experience

• High school diploma and 6 years of administrative experience, or equivalent combination of education and experience required.
• Experience managing administrative staff and supervising day-to-day workloads.
• Advanced computer skills with demonstrated experience in office software and email applications.
• Excellent organizational skills, attention to detail, and proven ability to complete projects.
• Excellent verbal, written, and interpersonal communication skills.
• Strong customer service orientation.
• Ability to prioritize, multitask, and assign work.
• Take initiative and exercise sound independent judgment.

Reporting to clinic leadership, the Administrative Supervisor directs Medical Admitting Clerks and daily registration operations to ensure proper patient flow and compliance with HIPAA, Joint Commission, and CommUnityCare standards. Partnering with nursing and ancillary departments, this role supports billing accuracy, staff performance, and a professional patient experience that sustains care delivery across the facility.

Primary Duties

• Supervise, train, and manage Medical Admitting Clerks to ensure proper patient flow and department standards.
• Coordinate staffing levels and oversee daily registration area activities.
• Develop, recommend, and implement changes to administrative processes and procedures as needed.
• Respond to patient inquiries, complaints, and requests for assistance in a timely and professional manner.
• Secure required signatures for treatments, release of information, insurance assignment, and payment.
• Ensure timely processing of billing, co-pays, and deposits, and maintain QA statistics for management reporting.
• Manage the purchasing of business and medical supplies within budget and department needs.
• Collaborate professionally with nursing and ancillary departments to maintain a teamwork approach.
• Maintain confidentiality and adhere to all HIPAA guidelines and regulations.
• Ensure all patient care tasks comply with regulatory and accreditation standards, including The Joint Commission and CommUnityCare policies.
• Develop and maintain favorable relationships with co-workers, patients, and families.
• Ensure all actions, conduct, and communications represent the organization professionally at all times.

Skills & Qualifications

• High school diploma or equivalent required.
• 3 to 5 years of office or administrative experience, or equivalent combination of education and experience.
• Experience in a healthcare setting preferred.
• Knowledge of insurance verification procedures and medical terminology preferred.
• Knowledge of cash handling procedures.
• Demonstrated success in directing staff toward common goals.
• Experience with healthcare tools and systems, including personal computers, spreadsheets, word processing, patient records, and EMR systems.
• Strong problem-solving skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to supervise staff, implement, and evaluate administrative processes.
• Ability to provide excellent customer service.

Sitting at the intersection of people leadership and operational efficiency, the Administrative Supervisor coaches administrative professionals across business groups and serves as a subject matter expert and key advisor to internal clients on administrative matters. Operating across recruiting, performance management, expense oversight in Concur, and headcount forecasting, this role ensures administrative teams deliver consistent, high-quality support that enables business groups to function effectively at every level.

Duties

• Develop and manage strong relationships with administrative assistants and managers across business groups.
• Set goals and objectives and actively manage performance to meet business needs.
• Proactively meet with staff to address assignments, concerns, and needs, and conduct regular staff meetings.
• Meet with managers regularly to solicit performance feedback and collaborate with supervisors and team leads on best practices.
• Plan and coordinate team-building events and participate in the annual compensation and promotion process.
• Oversee Concur expenses, reconciliation practices, and approval of timesheets and vacation requests in Workday.
• Maintain distribution lists and provide staffing updates regarding new hires and changing assignments.
• Lead recruiting, interviewing, and new hire orientation and training schedules.
• Develop and maintain policies and procedures, and serve as a resource for special requests.
• Work with senior management to review headcount forecasts.

Requirements

• Two-year college degree preferred.
• 8 to 10 years of progressive administrative supervisory experience.
• Proficient in Microsoft Office and knowledgeable in CRM, UMW, and ReadSoft systems.
• Ability to develop strong working relationships across all levels of the organization.
• Ability to analyze difficult situations and quickly recommend resolutions.
• Ability to work independently and manage multiple priorities.
• Exceptional organizational ability, attention to detail.
• Excellent written and oral communication skills.
• Track record of embodying values of Collaboration, Openness, Responsibility, and Excellence.

A key member of Patient Care Services, the Administrative Supervisor assumes full accountability for hospital-wide patient care operations during the shift, functioning as Administrator-in-Charge across all departments. Collaborating across nursing, clinical, and operational teams, this role enables uninterrupted, standards-compliant patient care by monitoring staffing levels, managing emergency responses, and enforcing institution-wide policies.

Functions

• Assume accountability for all patient care operations during the shift and function as Administrator-in-Charge.
• Serve as liaison across all hospital areas, interpreting and enforcing institution-wide policies and standards.
• Assure adequate staffing resources within Patient Care Services per approved staffing plans.
• Ensure quality patient care by monitoring clinical performance and maintaining nursing standards through teamwork.
• Identify operational problems and emergencies and initiate appropriate actions and consultations.
• Respond to requests for patient care equipment and supplies in a timely manner.
• Actively participate in committees and professional development activities.

Education & Experience

• Bachelor's Degree in Nursing required.
• Master's Degree in Nursing, Hospital Administration, or related field from an accredited school preferred.
• Current Connecticut nursing registration and license required.
• Minimum of 3 years of progressively responsible management experience.
• 3 years of clinical experience.
• Basic computer skills and the ability to access the internet and hospital-applicable programs.
• Sophisticated troubleshooting, clinical, and interpersonal skills for constant operational decisions.
• Ability to work in an environment with exposure to bloodborne pathogens and physical requirements, including lifting, transporting, and moving patients.

Accurate patient registration and billing compliance depend on the Administrative Supervisor, who supervises administrative staff, manages departmental payroll, and ensures all registration paperwork is completed at the time of service to maximize revenue. Based within a hospital department, this role monitors budgets, drives patient satisfaction through positive customer service, and provides management with the analyses and reports needed to sustain regulatory and operational performance.

Accountabilities

• Supervise, interview, hire, orient, train, develop, and discipline administrative staff as necessary.
• Organize daily administrative operations, conduct performance appraisals, recommend merit increases, and conduct regular staff meetings.
• Prepare departmental payroll, maintain records, and prepare periodic reports for hospital, governmental, and regulatory compliance.
• Ensure patient satisfaction through positive customer service and recommend improvements to service.
• Monitor budgets and payroll, resolve variances, and maintain related records and documentation.
• Purchase office supplies through established protocols to ensure efficient operations.
• Maximize revenue by ensuring all registration and administrative paperwork is completed at the time of patient registration and processed promptly for billing.
• Work on special projects and provide detailed analyses and reports as requested by management.

Experience & Qualifications

• Associate's degree in Business or related field.
• 2 to 4 years of occupationally specific education, plus a minimum of 3 years of related experience.
• Demonstrated knowledge of hospital systems, operations, and managed care.
• Strong analytical abilities.
• Good oral and written communication skills.
• Ability to provide empathy in difficult interpersonal situations.
• Flexibility to work one weekend per month and occasional evening shifts.

As the Administrative Supervisor, this role delivers operational continuity by managing budgets, expenses, supply ordering, and communications that keep the office running smoothly for all internal stakeholders. The broader organization relies on this work to coordinate travel, events, and reporting while ensuring archiving and filing meet statutory and company policy standards, freeing teams to focus on core business activities.

Activities

• Provide administrative support, build effective relationships, and execute assigned activities.
• Perform duties related to budget, expenses, and purchasing processes.
• Answer calls and emails, responding to queries and requests appropriately.
• Manage archiving and filing in line with statutory requirements and company policy.
• Complete and update reports, and maintain systems and data.
• Coordinate all logistics for travel, events, meetings, and training as required.
• Undertake additional projects and tasks as requested.

Professional Experience

• Studies in Business Administration, Human Resources, or a related field.
• Experience in administration and support roles.
• Experience in auditing and personnel management.
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Basic English language skills.
• Highly developed customer service orientation with excellent written and verbal communication skills.
• Excellent teamwork skills with attention to detail, proactive attitude, and ability to anticipate and respond to needs.

Administrative Supervisor coordinates employee moves, vendor contracts, and office infrastructure in a start-up environment, maintaining furniture inventory and overseeing laptops and stationery to sustain a fully operational workplace. The work directly supports organizational efficiency by ensuring office equipment is functional, internal processes are safe and streamlined, and facilities meet the evolving needs of a growing team.

Scope of Work

• Coordinate employee adds, moves, and changes, including facility and security requirements.
• Maintain facilities and coordinate requests between staff and building management, including new office searches and renovations.
• Develop and maintain vendor relationships, negotiate and oversee contracts for caterers, office suppliers, and contractors.
• Create and maintain furniture inventory and oversee office supplies, including laptops and stationery.
• Analyze, monitor, and redesign internal processes to ensure efficiency and safety.
• Maintain proper functionality of office equipment and furniture.

Background & Experience

• Bachelor's degree required.
• Prior experience managing offices and administrative teams in a start-up environment strongly preferred.
• Knowledge of budgeting and project management a plus.
• Strong proficiency in Microsoft Office Suite.
• Effective supervisory and organizational skills.
• Excellent English verbal and written communication ability.
• Ability to maintain confidentiality and discretion at all times.
• Solutions-oriented team player.

The Administrative Supervisor owns day-to-day coordination for a valuation team based in Brussels, managing appointment scheduling, document layout, database updates, and travel arrangements that keep the team's client-facing output on track. Reporting to valuation managers and serving as the central point for incoming queries and activity follow-up, this role ensures the team operates without administrative disruption and maintains a professional, responsive presence with clients and internal stakeholders.

Key Deliverables

• Support the team with appointment and meeting coordination, room reservations, conference calls, and follow-up meetings.
• Screen incoming phone calls and handle or redirect queries to appropriate managers.
• Manage layout of documents and presentations, including brochures, mailings, offers, and valuation reports.
• Manage and update the team database and coordinate team activities.
• Organize and follow up on travel arrangements, invoicing, and payment tracking.

Minimum Qualifications

• At least 2 years of experience in a similar administrative position.
• Fluent in Dutch, French, and English, spoken and written.
• Strong proficiency in MS Office applications, including Word, Excel, and PowerPoint.
• Excellent time management, organizational, and multitasking skills.
• Strong attention to detail and problem-solving ability.
• Stress-resistant, flexible, punctual, and communicative with a friendly, service-minded, collaborative, and solution-oriented personality.

Embedded within a manufacturing and F&B operation, the Administrative Supervisor develops and oversees daily administrative systems, staff performance, and accounts payable functions, including supplier invoice bookkeeping and payment preparation. Working closely with Production and Sales Managers, this role ensures the office is reliably resourced, payroll is accurately processed, and administrative procedures continuously improve to support operational output.

Work Activities

• Supervise daily administrative operations and staff members.
• Provide operational support, including answering phone calls, WhatsApp, WeChat messages, emails, and preparing job schedules.
• Develop, review, and improve administrative systems, policies, and procedures.
• Ensure the office is stocked with necessary supplies and all equipment is properly maintained.
• Manage Accounts Payable functions, including bookkeeping of supplier invoices and payment preparation.
• Hire, train, evaluate employees, and take corrective action when necessary.
• Process payroll and other expenses and liaise with Production and Sales Managers.
• Perform all other ad-hoc duties as assigned.

Knowledge, Skills & Abilities

• Experience in administration, HR, accounting, manufacturing, or F&B sectors preferred.
• Basic computer knowledge, including Microsoft Excel.
• Fluent in written English and conversational Chinese.
• Good interpersonal skills.
• Proven ability to work under pressure and start immediately.

Reporting to Laboratory Directors and Managers, the Administrative Supervisor guides office coordinators and provides operational support across clinical laboratory services, including chemistry, hematology, and reference lab at Moses and Foreman 8. Partnering with HR, vendors, and Facilities, this role advances compliance with JCAHO, NYSDOH, and CAP standards while contributing to budget management and materials acquisition that sustain uninterrupted patient care.

Day-to-Day Responsibilities

• Oversee administrative activities and provide support for laboratory directors, managers, and supervisors, including HR, budget management, and vendor relations.
• Supervise, hire, train, evaluate, coach, and discipline office coordinators and related staff as needed.
• Support HR needs, including scheduling candidates, intervening with unions, resolving disputes, and processing documents for leaves and absences in HCM.
• Ensure compliance with departmental, institutional, and regulatory policies, including JCAHO, NYSDOH, and CAP.
• Coordinate with other departments and Facilities to ensure smooth operations without impact on patient care.
• Work with vendors to resolve issues, secure contracts, negotiate pricing, and monitor service contracts.
• Act as backup for ordering supplies, creating purchase requisitions, and processing reimbursements and check requests.
• Assist in budget development, monitor monthly financial performance, and provide financial information to senior leadership.
• Schedule departmental and secretarial staff meetings and address workflow issues raised by staff.

Education & Experience

• Bachelor's Degree required, Master's Degree preferred.
• 5 or more years of experience in the laboratory field or medicine.
• Experience with Laboratory Information System for routine work, data lookup, and issue investigation.
• Strong MS Office skills (Word, Excel, PowerPoint).
• Familiarity with purchasing and budget software preferred.
• Excellent communication, organizational, and interpersonal skills.
• Ability to multitask, prioritize, and effectively communicate goals in a fast-paced environment.

Sitting at the intersection of sales operations and administrative process management, the Administrative Supervisor refines the administrative function of a sales office by guiding the administration team and directly supporting Sales Representatives, Customer Service Representatives, and management. Operating across invoice processing, RMA handling, order accountability, and analytical sales reporting, this role ensures administrative workflows align with payroll, documentation standards, and the revenue goals of the broader sales organization.

Role Responsibilities

• Provide general information and redirect inquiries to appropriate contacts.
• Provide administrative support to the sales team, including Sales Representatives, Customer Service Representatives, and management.
• Guide and monitor the administration team to ensure effective progress toward common goals.
• Review office supplies regularly and replenish as needed.
• Administer and process documentation for returns, including credits, shipping, and receiving.
• Monitor and ensure all orders and tickets are accounted for on a weekly basis.
• Process invoices, Moneris Vault, RMAs, and Cash Sale Procedures.
• Oversee administration team requests and approvals in ADP to ensure alignment with payroll.
• Assist with credits, debits, freight claims, annual inventory, and reel returns.
• Assist with RFQ packages, proposals, professional correspondence, and analytical sales reporting.

Position Requirements

• High School Diploma required, post-secondary certificate, diploma, or degree in Administration or Business Management preferred.
• 3 to 5 years of administration experience in a busy office environment.
• Previous experience managing direct reports.
• Proficient in MS Office, including Excel, Outlook, Word, and PowerPoint.
• Self-motivated with strong administrative, analytical, and organizational skills.
• Ability to multitask effectively and work both independently and in a team.
• Detail-oriented with high accuracy.
• Professional phone and email etiquette, and strong verbal and written communication skills.
• Document control experience a strong asset.

A key member of the Gulfport project office team, the Administrative Supervisor builds cohesive office operations by coordinating subcontracts, purchase orders, and bid deliverables through Contract Manager project management software while managing travel, mail, and supply needs. Collaborating across the project team on proposals and procedural documentation, this role ensures the office runs reliably and that project administrative requirements are met with the accuracy and timeliness construction operations demand.

Job Functions

• Contribute to team effort by accomplishing related results and cover reception as required.
• Organize and schedule meetings, and plan and coordinate travel arrangements.
• Receive, sort, and distribute mail, and manage print, copy, and scan projects.
• Order and maintain office supplies and ensure proper office operations.
• Utilize project management software to generate and track subcontracts, purchase orders, bonds, and related functions.
• Oversee procedural and project manuals and gather and assemble supporting documents.
• Collaborate with project team on delivery of bids and proposals.

Technical Qualifications

• Proven experience as an administrative assistant.
• Knowledge of office management systems, procedures, and office equipment.
• Knowledge of Contract Manager project management software plus.
• Knowledge of Section 3 and Davis Bacon Certified Payroll plus.
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
• Excellent telephone etiquette, written, and interpersonal communication skills with a professional demeanor.
• Ability to independently prioritize and execute tasks with detail orientation and dedication to timely project completion.
• Ability to handle sensitive information confidentially.
• Must possess a valid driver's license.

The Administration Supervisor owns the full scope of support operations at a supply chain facility, directly supervising Inbound and Outbound Coordinators, QA/Inventory staff, and Support Associates to keep inventory, claims, and vendor payments accurate. Reporting to operations leadership, this role shapes workforce readiness and financial record integrity in ways that protect facility performance and enable uninterrupted distribution.

Key Responsibilities

• Communicate clear expectations and provide timely, constructive feedback to associates.
• Monitor and manage associate performance to ensure tasks are executed accurately and on schedule.
• Mentor associates, build relationships, and record planned encounters when needed.
• Hold direct reports accountable through regular coaching, feedback, and annual reviews.
• Monitor cross-training of Inbound, Outbound, and Inventory Coordinators for backfilling purposes.
• Manage the checkbook, pay vendors for lost units, and add credit when additional units are found.
• Oversee inventory coordinator activities, including store claims, missing unit research, access database processing, and HOST mainframe adjustments.
• Handle escalated customer service calls regarding shipment dates, emergency bills, SOS orders, vendor calls, and store claims.
• Resolve inventory discrepancies and miss-picks, order supplies, and process facility expenses.
• Manage load planning, verify timesheets, and coordinate vacation, sick time, and attendance.
• Coordinate hiring, orientation, and training, and ensure training requirements are current and documented.
• Support HR activities, including recruiting, performance management, benefits enrollment, and policy adherence.
• Participate in incident reviews, handle worker compensation claims, and ensure file and posting compliance.
• Ensure financial records are accurate, facility bills are paid, and administrative records meet retention standards.
• Provide associates with developmental opportunities and support upward promotion.

Required Qualifications

• High School Diploma or GED required, Bachelor's Degree in Business, Human Resources, or related field preferred.
• 5 years of experience in a distribution or warehouse facility with increasing responsibilities.
• Experience in a Human Resources function.
• Experience at other facilities in the Lowe's network or in an industrial setting.
• Experience in preparing, analyzing, and interpreting financial reports and data.
• Leadership experience with direct report responsibility, including mentoring, coaching, and managing projects, resources, time, and budgets.
• Basic computer skills, including working knowledge of Microsoft Office Suite.
• Bilingual skills, if applicable to the facility.