Neurology Administrative Supervisor

Ann & Robert H. Lurie Children's Hospital of Chicago•Chicago, IL

14h

About The Position

The Administrative Supervisor manages the daily operations of the Division of Neurology in partnership with Division leadership. The role oversees administrative staff, clinical schedules, and program activities, and supports the hospital’s and Division’s continuous quality improvement and customer service goals. The position collaborates with Divisional Leadership on clinical activity, visit-volume budgeting and variance reporting, human resources processes, and general administrative support. The supervisor leads the Division office, provides practice coverage when the Division Administrator or Senior Practice Manager is absent, and supports continuity of clinical operations. The role oversees ambulatory clinic, surgical, and ancillary-care processes; provider schedules and clinical scheduling standards; clinic space utilization; operating-room block time; and monthly budgeted-volume variance reporting. The supervisor also oversees administrative staff support for preparing patient records and referral information, and for appointment cancellations and rescheduling. The position is a representative for patient relations issues and a resource for administrative staff problem solving. It identifies performance-improvement goals, supports recruitment and onboarding, manages staff time and attendance and other administrative tasks, and collaborates with Division Leadership on performance appraisals and personnel matters. The supervisor serves as a liaison to other hospital administrative departments and attends relevant Division, Research Institute, and hospital operational meetings.

Requirements

Bachelor’s degree in a related field preferred; an equivalent combination of education and/or directly related experience may be considered in lieu of the degree.
Five or more years of experience with progressive leadership and experience in an academic health care setting preferred.
Three years of supervisory or project-management experience preferred.
Ability to communicate clearly about Division operations.
Strong analytical, interpersonal, oral, and written communication skills.
Strong working knowledge and skills in Microsoft computer software applications.
Ability to work comfortably in digital platforms.
Ability to take initiative and work independently.
Experience independently planning and managing projects, strong attention to detail, and ability to set priorities and respond promptly to varied requests, sometimes on short notice.
Demonstrated ability to analyze problems and implement action plans.
Self-directed, with an in-depth understanding of organizational goals.
Demonstrated strong leadership skills and ability to lead collaboratively and facilitatatively.

Nice To Haves

Bachelor’s degree in a related field.
Five or more years of progressive leadership experience in an academic health care setting.
Three years of supervisory or project-management experience.
Experience with an electronic health record.

Responsibilities

Provide practice coverage in the absence of the Division Administrator or Senior Practice Manager.
Lead daily operations of the Division office in partnership with Division leadership.
Supervise Division staff and assign daily work to clinical administrative support staff.
Provide backup and cross-coverage for clinical operations staff to maintain workflow continuity.
Collaborate with Division Leadership to manage the quality and service of processes for ambulatory clinic sites, surgical services, and ancillary care.
Assist the Division Administrator in monitoring provider schedules and their impact on clinical operations.
Create, adjust, and maintain clinical scheduling standards, guidelines, and templates for each provider.
Notify operating-room staff about block-time release and management.
Manage clinic utilization cancellations and rent, and proactively manage ambulatory clinic space and opportunities to improve provider utilization.
Review budgeted divisional volumes and report monthly variances.
Oversee and assist administrative staff in obtaining referral information, outside test results and studies, and other information needed before patient visits.
Oversee and assist administrative staff with cancelling and rescheduling patient appointments when necessary.
Represent the Division with leadership on patient-relations issues, including patient concerns and billing questions.
Serve as the primary administrative-staff resource for problem solving.
Identify performance-improvement goals to support patient care, customer service, and physician satisfaction.
Work with Division Leadership and Human Resources to recruit administrative staff and fill vacancies.
Complete and document new-employee orientation and manage onboarding and training responsibilities.
Manage administrative staff time and attendance, expense check requests, PTO requests, and other duties assigned by the Division Administrator.
Collaborate with Division Leadership on staff performance appraisals and keep leadership informed of personnel issues that may affect office operations.
Exercise hiring, separation, promotion, demotion, and performance-evaluation responsibilities in collaboration with Division Leadership.
Serve as a liaison to other Lurie Children’s administrative departments.
Attend appropriate Division, Research Institute, and Lurie Children’s operational meetings to represent Division interests.
Perform other job functions as assigned.

Benefits

Medical, dental, and vision insurance.
Employer-paid group term life and disability insurance.
Employer contribution toward a Health Savings Account.
Flexible Spending Accounts.
Paid Time Off (PTO) and paid holidays.
Paid parental leave.
403(b) retirement plan with a 5% employer match.
Voluntary supplemental life, AD&D, and disability coverage, plus critical illness, accident, and hospital indemnity coverage.
Tuition assistance.
Student loan servicing and support.
Adoption benefits.
Backup childcare and eldercare.
Employee Assistance Program and specialized behavioral health services and resources for employees and family members.
Discounts on services at Lurie Children’s facilities.
Discount purchasing program.
Wellbeing programs.