Administrative Supervisor

• Supervises the administrative support staff, including but not limited to Sr. Medical Office Coordinators, Medical Office Coordinators, Administrative Coordinators, Sr. Administrative Coordinators, students, and temporary personnel.
• Coordinates with various University services to ensure both administrative and non-administrative support staff have the tools (ex. keys, computer access, service requests, pagers, etc.) required to perform his/her role.
• Maintains appropriate staffing levels to support Divisional administrative activities, including but not limited to, arranging for office coverage for absences/vacation, approve/deny/monitor time off requests, monitor time and attendance, and ensure E210 management for administrative staff.
• Complete 120 day and annual performance evaluation with MOCs & administrative staff; participate in disciplinary actions, the hiring process and weekly & over-time payroll for administrative staff through the HR Generalist.
• Work with MOCs & Administrative Staff on skill development and mentoring.
• Machines and/or equipment used on the job include a PC, laptop, phone, fax, copier, scanner, printer, LCD projector, and transcription equipment.
• Working with the HR Generalist and Divisional Administration to update divisional policy and procedure manuals (as necessary) as they relate to administrative policies.
• Conducts orientation of new staff, faculty, post-doctoral fellows, students, observers, trainees, and visiting scientists for the division.
• This includes, but not limited to, identify office and support staff, coordinate access and training for all systems, and ensure all other items that are necessary to complete job requirements are coordinated.
• Assists with the hiring process of administrative support staff including creating job descriptions, screening, interviewing and selecting candidates, conducting reference checks and ensuring new hires have completed all necessary steps prior to start date in conjunction with the HR Generalist.
• Orients new administrative staff, including educating of applicable and/or select University/Departmental/Divisional policies and procedures, completing necessary security and area access forms, arranging for appropriate technical services (telephone, computer, network, etc.) and other responsibilities as necessary to ensure proper onboarding.
• Tracks required training courses (HIPAA, Epic) for MOC & administrative staff.
• Ensures and performs 120-day and annual reviews for MOCs & Administrative are completed in conjunction with input from relevant parties.
• Other duties and special projects as assigned.

Operational Responsibilities:

• Serves as the Epic super user for all administrative and non-administrative staff for the Division.
• Will set up access and training for all clinical providers, administrative and non-administrative staff to be completed within the first two weeks of hire date.
• Ensures all administrative and clinical staff are assigned to the appropriate in-baskets, pools, and work queues through appropriate ARM assignment and mapping.
• Coordinates monthly Epic training for administrative and clinical staff.
• Disseminates all Epic related information to the Division.
• Assists the Division Assistant Administrator and Clinical Director with patient complaints by leading the investigation of all patient complaints filed for the Division.
• Will draft all initial responses for the Division to ensure compliance with Department standards.
• Serves as the space, facilities, and lab liaison with the Department and School.
• This includes, but not limited to, manage space database and assist with laboratory safety inspections.
• Maintains the Divisional emergency contact list.

Computer Knowledge and General Training Expectations:

• Operates personal computer to access email, computerized scheduling and documentation databases, and other basic office support software.
• Successfully completes all the required Epic training courses and other clinical and administrative software systems frequently utilized by administrative support staff.
• Completes all required HIPAA and other specified online training and compliance courses.
• Completes the University Supervisory Training Program.

Scope of Responsibility:

• Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division.
• Is sensitive to the interrelationship of both people and functions within the department.

Decision Making:

• Carries out duties and responsibilities with limited supervision.
• Makes decisions and establishes work priorities on essentially procedure-oriented operations.

Authority:

• Directs the activities of Divisional administrative staff with authority to hire, fire, and discipline.
• Overseas individual employee development and training, and conducts performance appraisals.

Communication:

• Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.
• Is expected to act as an information resource and provide assistance for faculty, trainees and staff as well as contacts from outside the division.
• The qualified candidate must demonstrate the ability to communicate on a professional level, act appropriately and effectively with all levels of staff, exercise good judgment, and think creatively to manage complex projects and to resolve operational issues.