Administrative Coordinator

Position Summary:

We have an exciting opportunity to join our team as a Administrative Coordinator - Brooklyn.

In this role, the successful candidate The Radiology Administrative Coordinator reports directly to the Project and Operations and is responsible for providing administrative support to the Radiology Department, maintaining payroll records for all of the Imaging areas and coordinating a variety of projects. The Coordinator works with internal and external parties to provide administrative support to meet objectives that are necessary to initiate and track projects, and ensure time keeping for employees is up to date and accurate.

Job Responsibilities:

Ensures daily accuracy of Kronos MyTime data for all Radiology cost centers, including but not limited to: schedule, benefit time, sick time, leave of absence, timecard exceptions, and on call activations.
Coordinates Kronos payroll functions between payroll IT and management.
Acts as resource to Department Leadership for scheduling and payroll systems.
Maintains payroll records and appropriate personal data for the departmental staff and processes payroll via the Kronos timekeeping system for Radiology.
Manages, initiates, monitors and as needed troubleshoots Payroll transactions in appropriate systems.
Manages complex time reporting, including preparing master time report for leadership approval.
Researches any discrepancies and resolves pay and time-entry issues before presenting for approval.
Reviews and monitors all changes for accuracy.
Ensures accuracy of payroll data including data related to new hires, terminations, transfers and rate changes.
Researches and resolves questions from staff related to the processing of payroll information such as accruals, overtime and issues related to payroll.
Acts as department designee for participation in payroll/timekeeping administration and policy committees.
Assists with coordinating project meetings, updating project timelines and action plans.
Works with purchasing to procure project purchases on a timely basis.
Assists with preparing documents used to evaluate department staffing needs and prepares PVRs, ATOs and CTOs as needed.
Assists with maintaining updated vendor service contracts, Field Service Reports, Emergency POs for Radiology.
Responsible for tracking Hospital film badge returns and improving the return rates in order to meet the National Standard.
Assists with collection and distribution of Radiation Safety Badges.
Assist with special projects as assigned.
Performs other duties as aligned with mission and values of the organization.
Prepares reimbursement, purchase requisitions, check requests and travel reimbursements.
Prepares a variety of original communications, reports, charts, and written documents for leadership that details findings which may be highly sensitive and confidential in nature.
Creates and ensures proper processing of requisitions for special items, and service agreements.
Creates and ensures proper processing of payment requests as necessary (ACR, FDA).
Provides administrative and project support, develops unit related policies, procedures, and systems which ensures productive and efficient administrative operations, and improvement of the unit's workflow. Maintains a portfolio of projects and exercises judgment to assist in the planning, preparation, organization, analyzing, coordination, and delivery of projects and department specific programs and initiatives. Works with internal and external parties to organize the various components of the project(s).
Compiles and prepares reports based on information readily available, extracts information pertinent to applicable units, verifies information, determines report format and summarize findings independently. Research problems, issues and concerns and responds to requests for information related to data.
Collaborates with various NYUMC departments including but not limited to clinical engineering and logistics to obtain quotes from vendor. Exercise judgment as it relates to fiscal responsibilities, reviewing provided quotes before presenting to leadership for consideration. Ensures quote is forwarded to the appropriate parties for approval, prepares, processes and tracks all purchases and supplies for the unit.
Coordinates payroll corrections, retroactive pay requests, and pay adjustments with Payroll and Human Resources.
Supports onboarding, transfers, and offboarding activities by ensuring accurate employee setup and maintenance within scheduling and timekeeping systems.
Provides training and guidance to staff and supervisors regarding Kronos MyTime functionality, payroll processes, and timekeeping policies.

Minimum Qualifications:

To qualify you must have a Bachelor's Degree required with 2 years of relevant experience, or the equivalent combination of education and experience.
The successful candidate must also possess excellent interpersonal, verbal and written communication, and organizational skills.
Knowledge of standard office software is essential, including proficiency with word-processing, spreadsheet and database software (e.g., Microsoft Office, preferred).
Ability to multi-task and/or coordinate multiple assignments is required.
Ability to interpret and implement policies and procedures, and effectively communicate detailed information to a diverse population, both verbally and in writing; excellent problem-solving skills is required.