Administrative Supervisor- Genetics

Ann & Robert H. Lurie Children's Hospital of Chicago•Chicago, IL

4d•Onsite

About The Position

The Administrative Supervisor will manage all aspects of the daily operations of the Division. The responsibility will include oversight of administrative staff, clinical schedules, and programmatic activities in partnership with the Division Leadership. This position actively supports the hospital's and the Division's Continuous Quality Improvement and customer service goals, individually and as an effective team member. This position will collaborate with Divisional Leadership to oversee clinical activity, visit volume budgeting and variance reporting, human resources processes, and general administrative support.

Requirements

Bachelor’s degree in a related field preferred. An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the duties of the job.
Five or more years experience with progressive leadership and experience in an academic health care setting preferred. Three years of supervisory/project management experience preferred.
Ability to communicate clearly about Division operations
Strong analytical, interpersonal, and oral and written communication skills required.
Strong working knowledge and skills in Microsoft computer software applications. Experience with an electronic health record preferred. Comfort working in digital platforms.
Ability to take initiative and work independently.
Organizational skills: Experience independently planning and managing projects; excellent attention to detail; ability to establish priorities and react promptly to a large variety of requests and needs, sometimes on short notice.
Proven ability to analyze problems and implement action plans.
Must be self-directed, with an in-depth understanding of the organizational goals.
Demonstrated strong leadership skills. Ability to lead in a collaborative and facilitative style.

Responsibilities

Provides practice coverage in the absence of the Division Administrator or Senior Practice Manager.
Leads the daily operations of the Division office, in partnership with Division leadership. Supervises the staff associated with the Division.
Provides daily assignments to the clinical administrative support staff to ensure a productive work environment. Acts as backup/cross coverage for clinical operations staff to ensure the continuity of workflows.
Collaborates with Division Leadership to manage the quality and service of all processes related to ambulatory clinic sites, surgical services and ancillary care needs.
Assist Division Administrator to proactively monitor provider schedules and its impact on clinical operations.
Create, adjust and maintain clinical scheduling standards of practice, guidelines and templates for each provider.
Notify of Operating room staff for block time release and management.
Cancelation of clinic utilization and rent.
Proactively manage ambulatory clinic space related to division and investigate opportunities to enhance provider ambulatory utilization.
Review of divisional budgeted volumes and the reporting of monthly variances to those volumes.
Oversee and assist Administrative staff with procurement of necessary referral information, outside test/studies and all other information pertinent to the clinical visit prior to appointment and available to health care team.
Oversee and assist Administrative staff with cancelation and rescheduling of patient appointments when necessary.
Partners with Division leadership to be a representative for all patient relation issues (i.e. patient concerns, billing questions).
Acts as the primary resource for problem solving within administrative staff. Identifies goals and objectives for performance improvements that are needed in order to provide the best patient care, optimum customer service and improve physician satisfaction.
Works with Division Leadership and Human Resources to recruit administrative staff and fill job vacancies. Completes and documents new employee orientation and manages staff onboarding responsibilities and training.
Manages administrative staff time and attendance, expense check requests, administrative staff PTO requests, and other administrative duties as assigned by the Division Administrator. Collaborates with the Division Leadership for staff performance appraisals.
Keeps Division Leadership informed of all personnel issues that may affect office operations.
The authority to hire, separate, promote, demote, write and administer performance evaluations in collaboration with Division Leadership.
Serves as liaison to other Lurie Children’s administrative departments. Attends all appropriate Division, Research Institute, and Lurie Children’s operational meetings to ensure that the Division interests are well represented.
Other job functions as assigned.

Benefits

Medical, dental and vision insurance
Employer paid group term life and disability
Employer contribution toward Health Savings Account
Flexible Spending Accounts
Paid Time Off (PTO), Paid Holidays and Paid Parental Leave
403(b) with a 5% employer match
Supplemental Life, AD&D and Disability
Critical Illness, Accident and Hospital Indemnity coverage
Tuition assistance
Student loan servicing and support
Adoption benefits
Backup Childcare and Eldercare
Employee Assistance Program, and other specialized behavioral health services and resources for employees and family members
Discount on services at Lurie Children’s facilities
Discount purchasing program