WHAT DOES AN ADMINISTRATIVE SUPERVISOR DO?
Published: Nov 15, 2023 - An Administrative Supervisor collaborates with the Administrative Program Director and Practice Administrator on enhancing workflows and standardizing processes. Manages inventory, oversees supply purchases, and ensures timely paperwork for patient billing, boosting administrative efficiency. Analyzes budget trends, prepares cost projections, and manages monthly reporting, contributing to strategic financial planning and operational improvements.
A Review of Professional Skills and Functions for Administrative Supervisor
1. Administrative Supervisor Duties
- Resource Management Skills: Function as a key resource within the department on all administrative matters and independently resolve issues and questions.
- Calendar Management Skills: Run complex calendars of department leader and department staff, using independent judgment based on knowledge of priorities and resources.
- IT Liaison Skills: Handle departmental information technology needs, act as departmental liaison with Information Systems, work with managers on any issues identified.
- Financial Processing Skills: Initiate check requests, purchase requisitions, work orders, and other forms for approval.
- Inventory Management Skills: Maintain departmental equipment inventory and maintenance agreements and manage departmental keys and assures appropriate level of access and security.
- Administrative Coordination Skills: Assure coverage for administrative support functions, including telephone coverage, absences, purchase orders, ordering of supplies, etc.
- Team Participation Skills: Participate as a member of the EHS operations team to provide administrative and communications support including receiving reports of incidents.
- Editing and Publication Skills: Coordinate and serve as copy editor for EHS publications, resources, and other document controls, including: critical review of all EHS publications to ensure consistent standard of quality, grammar and professionalism, coordination of technical review with EHS staff authoring publications and MSK community to ensure technical content satisfies audience needs and editing and formatting document for final publication.
- Onboarding Leadership Skills: Lead employee onboarding and offboarding procedures.
- Project Management Skills: Assist with the management and administration of special projects.
- Client Relations Skills: Acting as a liaison to external clients, leading vendors or third-party consultants, or providing project documentation or training materials.
- Incident Response Skills: Recognize the type and severity of an incident and implement the vital incident response protocols.
- Program Development Skills: Partner with other EHS staff to develop other programs, as the need arises.
2. Administrative Supervisor Details
- Collaboration Skills: Working closely with the Administrative Program Director and Practice Administrator on process improvements and standardization of workflows.
- Inventory Management Skills: Tracking supply inventory, making online purchases of supplies and other needs.
- Documentation Skills: Ensuring all appropriate registration and administrative paperwork is generated at the time of patient registration and forwarded to the Hospital in a timely manner as needed for billing purposes.
- Process Improvement Skills: Identifying opportunities to change registration, scheduling, and billing processes and procedures to enhance positive patient experience.
- Financial Analysis Skills: Participating in budget process by identifying and analyzing trends and patterns and preparing cost projections. Developing proposals to improve cost-effectiveness.
- Financial Management Skills: Monitoring budgets and payroll, resolving variances, preparing reports, and maintaining related records and documentation.
- Project Management Skills: Working on special projects and providing detailed analyses and reports on findings.
- Report Management Skills: Managing and updating monthly reports.
- Data Analysis Skills: Collecting and preparing data in response to routine inquiries and assisting Physician or Administrator to prepare complex reports.
- Event Coordination Skills: Coordinating, arranging for conferences, and major functions.
- Clerical Skills: Performing routine clerical duties including maintaining file systems and policy manuals, tabulating data, and preparing payroll submissions.
3. Administrative Supervisor Responsibilities
- Template Management Skills: Division template management of all 50+ providers.
- Liaison Skills: Working closely with satellites, being the liaison regarding provider templates and changes.
- Supervisory Skills: Directly supervising 2-3 administrative staff that oversee medical records, new patient information, and triage scheduling. Interviewing, hiring, orienting, training, developing staff.
- Organizational Skills: Organizes work and work processes.
- Meeting Facilitation Skills: Conducting regular staff meetings.
- Leadership Skills: Serving as point person when manager is absent.
- Customer Service Skills: Ensuring patient satisfaction by providing positive and effective customer service.
- Operational Management Skills: Monitoring and assessing management and operations for patient satisfaction. Recommends and implements improvements to service.
- Process Monitoring Skills: Monitoring all registration, scheduling, and processing activities and patient satisfaction from an operational standpoint.
- Communication Skills: Screens and responds to telephone and mail inquiries.
- Administrative Skills: May take and transcribe dictation of correspondence, manuscripts, reports, meeting minutes, and maintain leaders’ calendar and schedule of appointments.
4. Administrative Supervisor Accountabilities
- Meeting Coordination Skills: Prepares and distributes minutes of regular meetings for the senior team.
- Research Skills: Researches and compiles information for various issues and for planning purposes, as directed by the Executive Director.
- HR Guidance Skills: Provides guidance and assistance to Directors and Managers in following the college’s collective agreements and HR policies and procedures related to hiring, discipline, reporting overtime, vacation, etc.
- Training Coordination Skills: Coordinates training requirements and opportunities within the department.
- Staff Management Skills: Hires, trains/develops, supervises, evaluates, assigns and coordinates the work of the full-time and part-time support staff.
- Workflow Management Skills: Establishes work flow and schedules of direct reports.
- Attendance Management Skills: Enters and approves online attendance records for the office staff and directors.
- Payroll Management Skills: Responsible for payroll for office staff approval of contracts and time-sheets.
- Labour Relations Support Skills: Supports the Executive Director, Directors, and management team on labour relations matters and employee relations issues by compiling and/or confirming documentation/data for labour issues.
- Communication Management Skills: Manages and facilitates communication across Campus Services and Facilities.
- Database Management Skills: Manages databases, files, and all centralized contracts and agreements.
- Interdepartmental Liaison Skills: Liaises with other college service areas to provide information, respond to queries, coordinate work/priorities, plan, problem-solve, work on projects or shared initiatives, etc.
- Information System Management Skills: Ongoing review, updating, and/or creation of web-based centralized databases/repositories of information and knowledge base for the department.
5. Administrative Supervisor Functions
- Budget Coordination Skills: Coordinates the preparation of the department’s budget incorporating 37 Responsibility Centres and provides assistance to Directors/Managers in budget preparation.
- Financial Analysis Skills: Tracks and analyzes the in-year financial performance for revenue and expenses of the department and advises the Executive Director, Directors, and other Managers of any changes necessary to correct deficiencies or to improve financial performance.
- Budget Management Skills: Manages the ongoing analysis of the approved budgets, flags issues of concern, provides possible reasons for occurrence and recommends/implements solutions.
- Financial Processing Skills: Manages financial processing of all transactions prior to submission to Finance to ensure accuracy.
- Inventory Management Skills: Manages inventory of contracts, leases, and agreements and coordinates purchasing within the department.
- Policy Inquiry Response Skills: Responds to inquiries on a range of issues concerning Seneca policy, operating procedures, and services.
- Interpersonal Skills: Uses tact and discretion when liaising with students, staff, faculty, and third-party contractors.
- Judgement Skills: Uses good judgement to determine which inquiries should be referred to the Executive Director or other departmental administrators or to appropriate college staff for action.
- Problem Resolution Skills: Resolves problems without escalation where possible.
- Correspondence Preparation Skills: Prepares a variety of correspondence such as letters, tables, reports, statistical charts, submissions from verbal instruction, handwritten or computer-generated drafts for the Executive Director’s signature.
- Initiative Skills: Prepares responses on own initiative, based on knowledge of the subject on behalf of the Executive Director.
- Project Coordination Skills: Coordinates and directs implementation from end to end of special projects.
- Project Oversight Skills: Oversees the work of others in special project execution.