Administrative Support Services Supervisor

Parkland Health•Dallas, TX

About The Position

Supervises department and/or division administrative support staff to ensure effective and efficient operation of support functions within department and/or division. Performs complex administrative office duties involving report generations, budgetary assistance, and completing special projects in order to provide secretarial services. Responsible for supervising a minimum of two full-time equivalents (2 FTE) to include selection, evaluation, and termination of staff.

Requirements

High School Diploma or GED equivalent.
Six (6) years of secretarial experience.
Able to type 50 words-per-minute with a maximum of three errors.
Superior time management skills with demonstrated ability to successfully handle multiple projects and assignments.
Excellent vocabulary skills and a demonstrated ability in English and grammar.
Able to compose correspondence independently.
Familiar with the operations of standard office equipment and health care terminology.
Able to write effectively.
Able to demonstrate good phone techniques and manners.
Familiar with the assigned function's operations, policies and procedures.
Able to use sound judgment in making complex decisions.
Must supervise a minimum of two full-time equivalents (2 FTE) to include selection, evaluation, and termination of staff to ensure compliance with Fair Labor Standards Act.
Must report to a director or above.

Responsibilities

Selects, trains, schedules, motivates, supervises, evaluates, and makes recommendations for disciplinary action up to and including termination, to ensure maximum utilization of individual and group capabilities. Ensures that assigned employees receive opportunities to further their knowledge.
Provides calendar management for assigned executive. Schedules complex meetings, retreats and conferences with internal/external customers and Parkland staff as needed.
Manages the administrative office to include providing a wide range of solutions and support for the needs of the division while maintaining confidential business matters and ensuring efficient and effective operations of the office.
Gathers, researches, assembles, summarizes and compiles data for complex reports and presentations in order to provide administrative support for assigned area.
Interprets and maintains policies and procedures of assigned area and Parkland to contribute to consistency of operations.
Handles all daily administrative inquiries, paperwork, and issues on an independent basis to ensure assigned executives time is utilized more efficiently and effectively. Organizes and maintains office files and records and follows up on pending matters to provide timely and accurate information as needed.
Identifies and analyzes the design of jobs, work processes, workflows, etc., for administrative support area and implements appropriate changes to improve effectiveness, productivity, and efficiency that support the overall goals for the department and Parkland.
Serves as supervisor's representative on committees and in meetings as assigned.
Manages and/or coordinates projects for as assigned.
Take notes, including minutes of meetings, and transcribe into final form, often of a technical or confidential nature, to maintain highly accurate information regarding unit operations.
Identifies ways to improve work processes and improve customer satisfaction. Makes recommendations to supervisor, implements, and monitors results as appropriate in support of the overall goals of the department and Parkland.
Stays abreast of the latest developments, advancements, and trends in the field by attending seminars/workshops, reading professional journals, actively participating in professional organizations, and/or maintaining certification or licensure. Integrates knowledge gained into current work practices.
Maintains knowledge of applicable rules, regulations, policies, laws and guidelines that impact the area. Develops effective internal controls designed to promote adherence with applicable laws, accreditation agency requirements, and federal, state, and private health plans. Seeks advice and guidance as needed to ensure proper understanding.