Administrative Supervisor

Position Description:

Position Summary

Administrative Supervisor

Purpose

Work independently, under the direction of the Sr Business Manager to supervise day-to-day administrative staff activities of the CIBMTR (Center for Blood and Marrow Transplant Research) regarding daily operations, monitor workflow, prioritize and delegate work to ensure efficient operations. Interview, hire, and evaluate performance to support operational and staff development. Train all administrative staff and provide backup support to Sr Business Manager to ensure operational efficiency.

Primary Functions

• Oversee the daily operations of administrative support staff. Conduct and participate in team meetings to establish, improve, or maintain appropriate internal and external communication.
  • Supervise administrative staff including recruitment, hiring, orientation, training, development, allocation of tasks and oversee program performance monitoring practices
  • Review quality, accuracy, and timeliness of work for direct reports.
  • Oversee time tracking for administrative staff and implement changes as necessary. Provide weekly reports to Sr Business Manager.
  • Develop training strategies to improve administrative support staff performance.
  • Initiate purchase order requests, check requests, and travel expenses.
  • Assist Sr Business Manager in recruiting position vacancies.
  • Assist with disciplinary actions as needed for direct reports following appropriate regulatory and MCW guidelines.
  • Resolve problems, issues, and concerns with division personnel and administrative support staff.
  • Serve as a resource on MCW policy to staff and faculty.
  • Assist with special projects such as space allocations, relocations, major equipment
  • Provide backup for all staff when necessary and assist with special projects.

Knowledge – Skills – Abilities

Knowledge of computers, clerical procedures, customer service standards, collaboration, and information management.

Organization, time management, interpersonal, communication, and problem solving skills.

Organizational Structure

Building:  Clinical Cancer Center

Department:  Medicine

Division:  CIBMTR

Reports to (Title):  Sr Business Manager

Direct Reports (Titles):  Administrative Associate, Administrative Assistant Sr’s

Collaborates with (Titles):  CIBMTR leadership and administrative/program coordinator staff

Specifications

Appropriate education and/or experience may be substituted on equivalent basis

Minimum Required Education: Associate’s degree

Minimum Required Experience: 3 years

Preferred Education:  

Preferred Experience:                        

Field:                                                   

Certification:  CITI training required within 90 days of hire.             

Classification

Grade Name                                        13

Full-Time Equivalent                           1.0

FLSA Status                                          Exempt

FLSA Test                                             Administrative

Workweek                                           Full-time role with expectations for coverage during core business hours and flexibility required as necessary to accommodate business needs.

Job ID                                                  272

Job Name                                            Supervisor

Position Category                               Administrative Services

Job Scope

Complexity – regularly applied judgment to accomplish tasks; develops policies and procedures

Impact – errors may cause moderate to serious damage; accuracy highly important

Autonomy – performs work independently with regular check-ins; supervision available as needed

Communication – occasionally resolves conflicts; adapts communication style to audiences

Responsibility – advises others

Confidentiality – regularly prepares and uses confidential information

Leadership – acts as a role model

Physical Requirements

Work requires occasionally lifting moderate weight materials, standing, or walking continuously.

Risk Potential

Little or no exposure to hazards such as dust, fumes, or extreme temperatures, airborne or blood borne pathogens, extreme temperatures, or allergens.

Sensory Acuity

Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.

Work Environment

Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment.

Performance Dimensions

Collegiality

Exhibit confidentiality, honesty, and actions that build trust and strengthen relationships. Listen to others and effectively communicate in a clear and concise manner through written and verbal communication. Demonstrate respect and commitment to the values of diversity and equity; seek out and incorporate diverse perspectives into decision making.

Excellence and Creativity

Exhibit initiative and ingenuity by taking ownership of tasks to proactively improve services, avoid problems, or develop opportunities. Generate novel and valuable ideas to impact institutional missions.

Identify and implement new methods to increase efficiency and quality.

Education and Development

Displays an ongoing commitment to continuous learning and self-improvement in one’s area of responsibility. Actively seek out mentorship and learning opportunities that can be applied to current and future work activities. Develop and maintain professional affiliations. Participate in design, development, and/or evaluation of instructional materials, methods, courses, or programs.

Agility and Judgment

Remain flexible and versatile in rapidly changing environment and adapt quickly to changing circumstances. Change behavioral style or method of approach when necessary to achieve a goal. Make timely and sound decisions based on analysis of information, experience, and logic. Show reliability and accountability in the successful completion of all work.

Stewardship and Institutional Citizenship

Support transformational change to achieve institutional vision and strategies. Be an active and thoughtful participant in institutional initiatives, meetings, and committee work. Conserve resources and use in an efficient and cost effective manner across all institutional missions. Look for ways to improve and promote quality within area of influence.

Disclaimers

Background Check

Employment in this position may be contingent upon successfully completing a background and criminal history check, caregiver background check in accordance with the Wisconsin Caregiver Background Check

Law, physical examination, and / or driving record check.

Equal Opportunity Employer

The Medical College of Wisconsin is an affirmative action / equal opportunity employer and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, veteran status, disability, or sexual orientation.

Diversity and Inclusion

The Medical College of Wisconsin defines diversity as a commitment to recognizing and appreciating the variety of individual differences in an environment that promotes and celebrates individual and collective achievement. The diversity of MCW continues to be an important source of innovative ideas and creative accomplishments.

Confidentiality

Employees that have access to MCW, affiliate, subsidiary, or student data or Protected Health Information

(PI), or research protected information are obligated to protect the confidentiality and proper use and access of this information in order to prevent loss, misuse, unauthorized access, unnecessary identification, or security breaches.

Completeness

This job description is not an employment contract and the Medical College of Wisconsin may modify this document at any time. This document is intended to indicate the types of tasks and levels of skill, effort, and responsibility required by positions assigned this title. This information shall not be construed as a declaration of the specific duties and responsibilities of any particular position. It is not intended to limit or modify the right of any supervisor to assign, direct, and control the work of direct reports. The functions described are not to be interpreted as exclusive or all-inclusive of the various functions performed.

Effective Date:

Preferred Schedule:

Mon-Fri

Position Requirements:

Administrative Supervisor

Purpose

Work independently, under the direction of the Sr Business Manager to supervise day-to-day administrative staff activities of the CIBMTR (Center for Blood and Marrow Transplant Research) regarding daily operations, monitor workflow, prioritize and delegate work to ensure efficient operations. Interview, hire, and evaluate performance to support operational and staff development. Train all administrative staff and provide backup support to Senior Business Manager to ensure operational efficiency.

Primary Functions

• Oversee the daily operations of administrative support staff. Conduct and participate in team meetings to establish, improve, or maintain appropriate internal and external communication.
  • Supervise administrative staff including recruitment, hiring, orientation, training, development, allocation of tasks and oversee program performance monitoring practices
  • Review quality, accuracy, and timeliness of work for direct reports.
  • Develop training strategies to improve administrative support staff performance. Create and maintain standard operating procedures for administrative processes.
  • Oversee time tracking for administrative staff and implement changes as necessary. Provide weekly reports to Senior Business Manager.
  • Develop training strategies to improve administrative support staff performance.
  • Initiate purchase order requests, check requests, and travel expenses.
  • Assist Sr Business Manager in recruiting position vacancies.
  • Assist with disciplinary actions as needed for direct reports following appropriate regulatory and MCW guidelines.
  • Resolve problems, issues, and concerns with division personnel and administrative support staff.
  • Assist with special projects such as space allocations, relocations, major equipment.
  • Provide backup for all staff when necessary and assist with special projects.

Knowledge – Skills – Abilities

Knowledge of computers, clerical procedures, customer service standards, collaboration, and information management.

Organization, time management, interpersonal, communication, and problem solving skills.

Organizational Structure

Building:  Clinical Cancer Center

Department:  Medicine

Division:  CIBMTR

Reports to (Title):  Senior Business Manager

Direct Reports (Titles):  Administrative staff

Collaborates with (Titles):  CIBMTR leadership and administrative/program coordinator staff

Specifications

Appropriate education and/or experience may be substituted on equivalent basis

Minimum Required Education: Associate’s degree

Minimum Required Experience: 3 years

Preferred Education:  

Preferred Experience:                        

Field:                                                   

Certification:  CITI training required within 90 days of hire.             

Classification

Grade Name                                        13

Full-Time Equivalent                           1.0

FLSA Status                                          Exempt

FLSA Test                                             Administrative

Workweek                                           Full-time role with expectations for coverage during core business hours and flexibility required as necessary to accommodate business needs.

Job ID                                                  272

Job Name                                            Supervisor

Position Category                               Administrative Services

Job Scope

Complexity – regularly applied judgment to accomplish tasks; develops policies and procedures

Impact – errors may cause moderate to serious damage; accuracy highly important

Autonomy – performs work independently with regular check-ins; supervision available as needed

Communication – occasionally resolves conflicts; adapts communication style to audiences

Responsibility – advises others

Confidentiality – regularly prepares and uses confidential information

Leadership – acts as a role model

Physical Requirements

Work requires occasionally lifting moderate weight materials, standing, or walking continuously.

Risk Potential

Little or no exposure to hazards such as dust, fumes, or extreme temperatures, airborne or blood borne pathogens, extreme temperatures, or allergens.

Sensory Acuity

Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.

Work Environment

Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment.

Performance Dimensions

Collegiality

Exhibit confidentiality, honesty, and actions that build trust and strengthen relationships. Listen to others and effectively communicate in a clear and concise manner through written and verbal communication. Demonstrate respect and commitment to the values of diversity and equity; seek out and incorporate diverse perspectives into decision making.

Excellence and Creativity

Exhibit initiative and ingenuity by taking ownership of tasks to proactively improve services, avoid problems, or develop opportunities. Generate novel and valuable ideas to impact institutional missions.

Identify and implement new methods to increase efficiency and quality.

Education and Development

Displays an ongoing commitment to continuous learning and self-improvement in one’s area of responsibility. Actively seek out mentorship and learning opportunities that can be applied to current and future work activities. Develop and maintain professional affiliations. Participate in design, development, and/or evaluation of instructional materials, methods, courses, or programs.

Agility and Judgment

Remain flexible and versatile in rapidly changing environment and adapt quickly to changing circumstances. Change behavioral style or method of approach when necessary to achieve a goal. Make timely and sound decisions based on analysis of information, experience, and logic. Show reliability and accountability in the successful completion of all work.

Stewardship and Institutional Citizenship

Support transformational change to achieve institutional vision and strategies. Be an active and thoughtful participant in institutional initiatives, meetings, and committee work. Conserve resources and use in an efficient and cost effective manner across all institutional missions. Look for ways to improve and promote quality within area of influence.

Disclaimers

Background Check

Employment in this position may be contingent upon successfully completing a background and criminal history check, caregiver background check in accordance with the Wisconsin Caregiver Background Check

Law, physical examination, and / or driving record check.

Equal Opportunity Employer

The Medical College of Wisconsin is an affirmative action / equal opportunity employer and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, veteran status, disability, or sexual orientation.

Diversity and Inclusion

The Medical College of Wisconsin defines diversity as a commitment to recognizing and appreciating the variety of individual differences in an environment that promotes and celebrates individual and collective achievement. The diversity of MCW continues to be an important source of innovative ideas and creative accomplishments.

Confidentiality

Employees that have access to MCW, affiliate, subsidiary, or student data or Protected Health Information

(PI), or research protected information are obligated to protect the confidentiality and proper use and access of this information in order to prevent loss, misuse, unauthorized access, unnecessary identification, or security breaches.

Completeness

This job description is not an employment contract and the Medical College of Wisconsin may modify this document at any time. This document is intended to indicate the types of tasks and levels of skill, effort, and responsibility required by positions assigned this title. This information shall not be construed as a declaration of the specific duties and responsibilities of any particular position. It is not intended to limit or modify the right of any supervisor to assign, direct, and control the work of direct reports. The functions described are not to be interpreted as exclusive or all-inclusive of the various functions performed.

MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination

The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual’s race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.

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