Administrative Supervisor

InterMed PA • South Portland, ME

274d

About The Position

The Administrative Supervisor is responsible for directly supervising non-clinical personnel, including medical receptionists and health unit coordinators. This role involves continuously improving and conducting departmental new employee onboarding, prioritizing workloads, managing the daily and master staffing schedule, addressing employee concerns, mentoring and counseling staff, and initiating Performance Improvement plans. The supervisor will support team members' development, assure adequate staffing levels, and coordinate and conduct regular staff meetings. Additionally, the role fosters a culture of continuous improvement and intra and interdepartmental support and collaboration. The Administrative Supervisor collaborates with the Practice Manager on evaluating workloads and determining staffing needs, acts as an IT Super User to facilitate initial troubleshooting of systems issues, and provides coverage for medical receptionist and health unit coordinator roles as needed. The supervisor will also respond to non-clinical patient complaints professionally, maintain standard work for all administrative tasks, prepare and manage patient communications, act as a liaison to business office/shared services departments, and support all other projects assigned by the Practice Manager and/or Department Chief.

Requirements

• Associate's degree is required.
• Bachelor's degree preferred.
• Supervision experience is preferred.
• Medical office environment experience preferred.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, and PowerPoint) is required.
• Excellent professional judgment and decision-making skills.
• Excellent communication skills, both oral and written.
• Ability to foster a collaborative team environment.
• Ability to prioritize, organize, and plan work.
• Able to handle sensitive information and maintain confidentiality.
• Ability to make decisions using sound judgment.
• Committed to excellence in customer service and clinical care.

Responsibilities

• Directly supervise non-clinical personnel including medical receptionists and health unit coordinators.
• Continuously improve and conduct departmental new employee onboarding.
• Prioritize workloads and manage the daily and master staffing schedule.
• Address employee concerns and mentor/counsel staff.
• Initiate Performance Improvement plans.
• Support team members' development and assure adequate staffing levels.
• Coordinate and conduct regular staff meetings.
• Foster a culture of continuous improvement.
• Collaborate with Practice Manager on evaluating workloads and determining staffing needs.
• Act as an IT Super User for troubleshooting systems issues and training on EMR.
• Provide coverage for medical receptionist and health unit coordinator roles as needed.
• Respond to non-clinical patient complaints professionally.
• Maintain standard work for all administrative tasks.
• Prepare and manage patient communications.
• Act as liaison to business office/shared services departments.
• Prepare documentation related to credentialing.
• Initiate tickets for IT/Facilities support and track progress.
• Support other projects assigned by the Practice Manager and/or Department Chief.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Ambulatory Health Care Services
• Education Level: Associate degree