Manager, Admin Office

Mayo Clinic•Rochester, MN

1d•Hybrid

About The Position

Manages operations for a multidisciplinary administrative support team within a department/division/section/unit in alignment with the institutional mission, vision, and objectives. Serves as a key member of the department/division/section/unit leadership team with a primary focus on planning and implementation of policies, procedures, and processes that facilitate efficient practices in compliance with applicable rules, regulations, and accrediting standards. Able to confidently interact with leadership at various levels in a professional manner. Identifies and analyzes operational/practice improvement opportunities, develops ideas for improvements, and implements changes. Routinely spends approximately half of time leading and/or facilitating department/division/section/unit projects including analysis, problem solving, collaboration, and implementation; may also participate on institutional projects. Responsible for the management, coordination, adherence of institutional and departmental policies, procedures, processes, guidelines, best practices, and quality and service expectations; and overall performance of administrative support team. Provides daily leadership, task direction, orientation, education, mentoring, and operational problem solving to staff. Accountable for appropriate staffing to meet the needs of the work unit and regulates and adjusts staffing levels in accordance with fluctuating workload and department/division/section/unit priorities. Performs duties independently, uses judgment in handling a variety of management issues, and is able to effectively utilize resources to solve problems. Prepares and presents a wide variety of information using multiple communication platforms. Position does not provide regular, direct, ongoing support for individuals/practice/department. Lead, assistant supervisor, and/or supervisor may report to this position. Takes initiative and is self-directed. Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; adaptability; confidentiality; and professionalism are important components of the role. Other responsibilities: Oversight of a high-performing administrative support team within a complex surgical subspecialty Direct partnership with physician leadership and department administration Responsibility for scheduling operations, triage workflows, and clinic/OR coordination Leadership of process improvement initiatives and operational standardization

Requirements

Associate’s degree in administrative, business, or medical-related program with five years’ management experience, OR a bachelor’s degree in an administrative, business, or medical-related program with three years’ management experience OR a high school diploma and seven years’ management experience may be considered in lieu of the degree
Strong verbal and written communication skills
Ability to work collaboratively with multiple disciplines
Demonstrated skills in change management, team building, conflict management, process improvement, human relations, coaching, and mentoring
High-level skills in interpersonal relations, customer service, professionalism, and organization
Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment
Demonstrate effective and appropriate decision-making, judgment, and confidentiality, attention to detail, and follow-through
Authorization to work and remain in the United States, without necessity for Mayo Clinic sponsorships now, or in the future (for example, be a U.S. Citizen, national, or permanent resident, refugee, or asylee)
Mayo Clinic does not participate in the F-1 STEM OPT extension program

Nice To Haves

Experience in project management
Experience in continuous process improvement
Work-related experience within the last ten years
Healthcare operations management
Experience supporting surgical or high-acuity clinical environments

Responsibilities

Oversight of a high-performing administrative support team within a complex surgical subspecialty
Direct partnership with physician leadership and department administration
Responsibility for scheduling operations, triage workflows, and clinic/OR coordination
Leadership of process improvement initiatives and operational standardization
Manages operations for a multidisciplinary administrative support team
Serves as a key member of the department/division/section/unit leadership team
Planning and implementation of policies, procedures, and processes
Identifies and analyzes operational/practice improvement opportunities, develops ideas for improvements, and implements changes
Leading and/or facilitating department/division/section/unit projects including analysis, problem solving, collaboration, and implementation
Management, coordination, adherence of institutional and departmental policies, procedures, processes, guidelines, best practices, and quality and service expectations
Overall performance of administrative support team
Provides daily leadership, task direction, orientation, education, mentoring, and operational problem solving to staff
Accountable for appropriate staffing to meet the needs of the work unit and regulates and adjusts staffing levels in accordance with fluctuating workload and department/division/section/unit priorities
Performs duties independently, uses judgment in handling a variety of management issues, and is able to effectively utilize resources to solve problems
Prepares and presents a wide variety of information using multiple communication platforms
Takes initiative and is self-directed