ADMINISTRATIVE SUPERVISOR-SWITCHBOARD

Under a recent change to the rules, an applicant’s additional relevant experience now counts towards formal education degrees referenced in the posting! See Per 405.01.

18 months of additional relevant experience = Associates Degree

36 months of additional relevant experience = Bachelors Degree

54 months additional relevant experience = Masters Degree

*See total compensation information at the bottom of announcement.

The State of New Hampshire, Department of Health and Human Services and New Hampshire Hospital has a full-time vacancy for Administrative Supervisor.

SUMMARY : Supervises and manages the Hospitals Telecommunications area following all safety and security practices. Responsible for staff coverage. Maintains Hospitals equipment for Telecommunications/Information Systems (IS) that are issued out. Triages calls appropriately.

MINIMUM QUALIFICATIONS:

Education: Associates degree from a recognized college or university with a major study in business administration, public administration or other related business fields. Each additional year of approved formal education may be substituted for one year of required work experience.

Experience : Three years in office management, program planning, business management, telecommunications, or other related field. Each additional year of approved work experience may be substituted for one year of required formal education.

Responsibilities:

• Interviews, hires and supervises all telecommunication employees assigned to the Switchboard, as well as assign work, maintain coverage for all areas, solving employee issues, and discipline as needed. Completes all training of staff as well as evaluates employee performance to ensure customer service expectations are met and maintains compliance with federal law and hospital policy regarding confidentiality. Completes and reviews employee evaluations on a yearly basis.
• Supervises pager, cell phones, and lap top distribution and maintenance. Providing consultation and training on usage and conducting minor repairs. Responsible for issuing out WIFI passwords, iPad, and hot spots. Ensures all hardware is logged int database for accuracy and record keeping.
• Assigns, organizes, and publishes bi-weekly schedule to ensure adequate coverage, expectations are met, approves leave time, and ensures overtime usage is kept at a minimum. Oversees scheduling of employees for mandatory and non-mandatory trainings by providing information on trainings and times and coordinates with each employee to assign times and ensure registration. Arranges coverage for unexpected absences.
• Liaisons with Nursing Office, State Office Complex (SOC) Police, Admissions and Transportation staff. Refers employee sick calls to Nursing Office or House Officer to ensure adequate patient care services coverage. Works closely with SOC Police regarding visitor restrictions, including assessment of appropriate behavior. Coordinates with patient transportation staff for retrieval of NHH patients from outside appointment.
• Manages and participates in special projects such as updating NHH internal phone book. Participates in hospital wide meetings and committees concerning Telecommunications. Develops and creates training and informational documents for switchboard operators and visitor log on database for documentation. Maintains statistical reports and/or spreadsheets for Director of IS.
• Manages phone, MFDs and fax lines for any repairs needed and any new installations. Research cost and resolution for any non-contracted machines. Submits tickets appropriately. Oversees vendors for phone, data, and card reader access for NHH and the installation. Requests quotes and direct invoices appropriately. Logs all vendors on the Vendor Tracking log. Works closely with Facilities in regard to vendors.
• Performs a variety of functions, such as: logging in visitors and communicating with Units for clearance on visitors, and logging data. Responsible for filling out the On Call Sheet and distributing this to the correct departments and maintaining any changes. Answer calls for Public Health after hours and during normal business hours if they close due to inclement weather.
• Responsible for signing off on bills such as: Comcast, Spok pager, cell phone, and our monthly Telecomm bills from TSRs and that work requests had been placed when needed. Keeps a log of monthly telephone bill and TSR bills. Makes sure bills are correct and credits are applied appropriately, by working closely with Financial Services.
• Responsible for troubleshooting issues with Comcast and scheduling replacement of cable boxes when needed.
Answers phones and attends to hospital visitors. Triages phone calls for the 800 emergency lines and directs calls as required, directing crisis calls to appropriate on-call person. Provides accurate information to hospital staff and visitors, directs vendors and others to appropriate locations. Signs in patients visitors, checks with patient Unit for clearance, issues visitor passes, and directs visitors to appropriate Hospital Units.

Supervisors Workplace Safety Accountabilities

Ensures compliance with established hospital and departmental safety policies and procedures by:

• Conducting periodic (minimum quarterly basis) on site reviews.
• Completing competency-based review, when applicable
• Providing on the spot reinforcement/training on safety issues referring staff to formal training programs, as appropriate.
Recording safety related initiatives for annual reporting.

Total Commitment to Quality

• Participates in the formulation of the mission, philosophy, goals, and objectives for the Department. Carries out same by acting as an agent of the Department within the hospital. Supports the organizational mission, philosophy, goals, and objectives as demonstrated by a positive leadership presence in unit based, departmental, hospital wide, or in public meetings/committees.
Participates in the process of continuous quality improvement by supporting unit-based quality improvement activities. Demonstrates commitment to customer service values in professional conduct and by promoting such values in assigned staff.

Disclaimer Statement: The supplemental job description lists the essential functions of the position and is not intended to include every job duty and responsibility specific to the position. An employee may be required to perform other related duties not listed on the supplemental job description provided that such duties are characteristic of that classification.

For further information please contact Darlene Deutsch, Administrative Supervisor at Darlene.H.Deutsch@dhhs.nh.gov or 603-271-5200.

You may also contact Human Resources at: NHH-HR@dhhs.nh.gov.

*TOTAL COMPENSATION INFORMATION

The State of NH total compensation package features an outstanding set of employee benefits, including:

HMO or POS Medical and Prescription Drug Benefits:

The actual value of State-paid health benefits is based on the employees union status, and employee per pay period health benefit contributions will vary depending on the type of plan selected.

Value of States share of Employees Retirement: 13.85% of pay

Other Benefits:

o Dental Plan at minimal cost for employees and their families ($500-$1800 value)

o Flexible Spending healthcare and childcare reimbursement accounts

o State defined benefit retirement plan and Deferred Compensation 457(b) plan.

o Work/life balance flexible schedules, paid holidays and generous leave plan

o $50,000 state-paid life insurance plus additional low-cost group life insurance

o Incentive-based Wellness Program (ability to earn up to $500)

Want the specifics? Explore the Benefits of State Employment on our website:

EOE

TDD Access: Relay NH 1-800-735-2964