Anatomic Pathology (AP) Business Support Office Manager

University of Colorado•Aurora, CO

11d•Onsite

About The Position

The CU Anschutz, Department of Pathology is excited to recruit a full-time Anatomic Pathology (AP) Business Support Office Manager. This position will provide high-level administrative support to the Surgical Pathology Laboratory, a CLIA and CAP approved clinical laboratory and the Anatomic Pathology Leadership. The AP Business Support Office Manager directly supervises a team of eight (8) full-time members and is responsible for the day-to-day operations of the Anatomic Pathology Business Support Office and personnel performance and management. The AP Business Support Office Manager will work closely with pathologists and Department administration to create efficiencies and support of general, indirect patient care operations and management of healthcare services.

Requirements

Bachelor’s degree in biological science, nutrition, nursing, health, human services, psychology, counseling, social work, or a directly related field from an accredited institution
4-6 years of professional experience in medical office/personnel management, which includes 3-5 years in a supervisory/ managerial role
Applicants must meet minimum qualifications at the time of hire.
Advanced computer skills (including proficiency in the use of MS Office and AI tools).
Familiarity with HIPAA and security compliance requirements.
Highly motivated individual looking to pursue a long-term career in hospital management
Ability to communicate effectively, both in writing and orally.
Self-starter that demonstrates the ability to work individually with minimal supervision as well as part of a team, and to maintain effective working relationships with employees at all levels throughout the institution.
Demeanor of professionalism, helpfulness, and dedication to providing excellent customer service to the internal and external clients of Anatomic Pathology.
Outstanding interpersonal and customer service skills with focus on patient care.
Solid organizational skills: ability to handle multiple assignments and priorities yet still fulfill all commitments.
Ability to take direction and use independent judgment to coordinate and meet multiple deadlines.
Ability to interpret complex rules, regulations, policies, procedures, and guidelines.
Ability to work effectively under pressure and handle sensitive or difficult issues with grace and confidence.
Personal integrity and proven sound judgment and problem-solving skills.
Credibility, accountability, and outstanding work ethics.

Nice To Haves

An advanced degree (Masters or Doctorate) may be substituted for experience on a year for year basis if the degree is in a field of study directly related to the work assignment.
Experience calculating lab results and data using math and analytical skills.
Professional experience in management, in a teaching hospital setting
Previous experience in a leadership role within a pathology department
Experience with day-to-day transcriptionist services operations/functions.
Experience entering data into an electronic system.
Experience with medical terminology, human anatomy and physiology.

Responsibilities

Performs and coordinates specimen activities, including specimen accessioning, filling testing and IHC requests for send outs to various outside institutions and labs on the AMC, case preparation for clinical conferences, tumor boards, and consultations, procurement of patient slides, blocks and reports, and data entry into clinical reports.
Prepares staff schedules to ensure coverage for smooth service operations and provides back-up coverage to any role within the Front Office.
Develops and implements written policies, protocols, and practices for each task performed by the Front Office staff. Maintains document control of the AP Front Office Manual in Media Lab (cloud-based document control application).
Ensures staff receives CU required inline training and assigns additional training courses, as relevant to the employee roles. Provides direct, on-the-job training of personnel and functional cross-training of staff. Develops and conducts performing employees’ competency checks, per CAP requirements.
Engages in Quality Control and Quality Assurance activities. Prepares quarterly QA reports for the Lab Director/ Quality Director, and the Operations Director, including accessioning productivity, send-out statistics, percent clerical error rate, safety audits, and various special QI assignments, as needed.
Resolves technical problems, investigates errors, conducts root-cause analysis, and trouble shoot processes towards continuous quality improvement. Takes actions required to close any performance gaps.
Regularly holds staff feedback forums, coaching sessions, safety huddles, and educational in-services. Assesses and communicates progress towards work goals and objectives. Takes action that results in a high level of morale and motivation among team members.
Engages in two-way conversations throughout the year that ensure an up-to-date understanding of expectations, standards, and provides ongoing feedback and support as employees strive to achieve expectations. Completes annual staff performance evaluations. Guards against burnout and implements a system for employee development, and recognition, as well as a timely disciplinary action.
Takes initiative to address new and longstanding issues in a timely and proactive manner with appropriate written documentation (written job expectation standards and periodic employee-in-person coaching. Handles sensitive or difficult issues with grace and confidence. Manages personnel issues with sound judgement, fairness, and clear-headed focus.
Participates in the departmental administration and management meetings, educational, and professional development activities, as well as teaching activities related to laboratory administration, professionalism, and quality management in anatomic pathology laboratory.