Assistant Supervisor - Medical Operations Support - Pulmonary

Mayo Clinic•Jacksonville, FL

About The Position

The Medical Operations Support Assistant Supervisor assumes supervisory responsibility for daily activities of the office/practice in the absence of or as directed by the Medical Operations Support Supervisor. Assists with the review and verification of timekeeping following established policies, PTO approval, interviewing/hiring process, orientation/training of new hires, performance reviews, and other duties as deemed appropriate by office supervisor. Serves as a front-line resource to colleagues. This is a multifaceted-professional role responsible for the coordination and management of complex clinical, technical and administrative functions. A primary component of this position will be the exercise of independent judgment and discretion. Must have the ability to coordinate multiple projects at a high level of performance, accuracy and speed, and the ability to adapt to rapidly changing priorities. Looks for innovative ways to improve work procedures and methods that primarily result in time and cost savings. Work requires collaboration with both internal and external contacts in order to complete job duties, resolve problems, and improve efficiency. Supports the daily operations and activity flow of the patient care area by performing administrative functions and acting as a central source of information for staff, physicians, patients, and families. Consistently demonstrates strong organizational, communication and time management skills that help to facilitate smooth functioning of the work unit. Supports multiple health care providers and team members within the medical practice Manages and coordinates numerous provider calendars to ensure optimal performance and appropriate patient access objectives are consistent with institutional strategies. Triages a high volume patient of calls, electronic messages, faxes and received mail with related follow through. Acts as a referring physician liaison with the coordination of complex appointments, ancillary testing, and procedures. Partners with Office of Access Management for the coordination of patient appointments when scheduling conflicts arise. Coordinates departmental/administrative meetings, event planning, national and international travel and processes expenses for providers and guests. Creates and/or manages departmental web pages. Generates databases/spreadsheets, agendas, minutes, reports and presentations. Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations. Assists with licensing and credentialing process for new physicians. Coordinates physician recruitment, visiting professorships, and rotations from different Mayo locations. Purchases and manages inventory of office supplies and equipment. Supports administrative and project needs of department/division Operations Administrator and Operations Manager. Maintains routine records, and files in an efficient manner.

Requirements

High school diploma or G.E.D.
Minimum of 2 years’ experience in an administrative support role.
Proficient with advanced computer systems/applications and Microsoft Office Suite tools.
Expert investigational and critical thinking skills.
Attention to detail, accuracy.
Ability to coordinate, manage and prioritize multiple tasks.
Ability to operate independently with a high level of organization and productivity.
Excellent writing and communication skills.
Ability to express ideas clearly and logically in a variety of media.
Ability to thrive in an intense, dynamic environment by anticipating the needs of the practice to ensure clinical/practice objectives are met.
Demonstrate the highest level of customer service and display a positive attitude.
Ability to work well in a team driven, collaborative work environment.
Strong interpersonal skills.
An appreciation for and support of diversity in the workplace in all its forms.
Proven success working with stakeholders.
Project management skills.
Experience in a data-driven environment.
Organizational skills.
Ability to lead, influence and motivate others.

Nice To Haves

Associate degree or higher.

Responsibilities

Assume supervisory responsibility for daily activities of the office/practice in the absence of or as directed by the Medical Operations Support Supervisor.
Assist with the review and verification of timekeeping following established policies, PTO approval, interviewing/hiring process, orientation/training of new hires, performance reviews, and other duties as deemed appropriate by office supervisor.
Serve as a front-line resource to colleagues.
Coordinate and manage complex clinical, technical and administrative functions.
Coordinate multiple projects at a high level of performance, accuracy and speed.
Adapt to rapidly changing priorities.
Look for innovative ways to improve work procedures and methods that primarily result in time and cost savings.
Collaborate with both internal and external contacts in order to complete job duties, resolve problems, and improve efficiency.
Support the daily operations and activity flow of the patient care area by performing administrative functions and acting as a central source of information for staff, physicians, patients, and families.
Consistently demonstrate strong organizational, communication and time management skills that help to facilitate smooth functioning of the work unit.
Support multiple health care providers and team members within the medical practice.
Manage and coordinate numerous provider calendars to ensure optimal performance and appropriate patient access objectives are consistent with institutional strategies.
Triage a high volume patient of calls, electronic messages, faxes and received mail with related follow through.
Act as a referring physician liaison with the coordination of complex appointments, ancillary testing, and procedures.
Partner with Office of Access Management for the coordination of patient appointments when scheduling conflicts arise.
Coordinate departmental/administrative meetings, event planning, national and international travel and process expenses for providers and guests.
Create and/or manage departmental web pages.
Generate databases/spreadsheets, agendas, minutes, reports and presentations.
Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations.
Assist with licensing and credentialing process for new physicians.
Coordinate physician recruitment, visiting professorships, and rotations from different Mayo locations.
Purchase and manage inventory of office supplies and equipment.
Support administrative and project needs of department/division Operations Administrator and Operations Manager.
Maintain routine records, and files in an efficient manner.