Office Manager- OB/GYN

University of Maryland Faculty Physicians•Baltimore, MD

About The Position

Coordinates and supervises administrative support for the office. May support management with advanced administrative support. Performs a variety of administrative/supervisory duties, such as assigning work to other clerical employees, interpreting policies, and maintaining reports to ensure the smooth daily operations of the department/office/clinic (d/o/c). Requires a working knowledge of FPI and department policies, practices and procedures. The role requires recurring use of oversight of technical skills found in the group supervised. The group supervised may perform administrative or specialized support functions. The role is also responsible for department specific assignments. Exhibits professionalism and trustworthiness, and handle confidential and sensitive information; and other duties as assigned.

Requirements

Bachelor's degree from four-year college or university preferred
Five years related experience and/or training; or equivalent combination of education and experience
Accurate typing and data entry skills
Excellent organization skills
Working knowledge of software used by department
Advanced Proficiency in MSOffice (Word/Excel/PowerPoint/Outlook) is a must.
Working knowledge of internet research tools
Excellent interpersonal skills
Knowledge of general customer service practices
Attention to details
Self-starter and ability to work independently in a dynamic and rapid changing environment

Responsibilities

Responsible for the administrative support functions for the department/office/clinic. This includes staff supervision, workflow, and performance management of assigned staff to include policy interpretation.
Explains and applies work rules, standards, and guidelines.
Provides input in establishing work standards, guidelines, and procedures.
Oversees daily operations to insure efficient and effective operation of area of responsibility.
Supervises and coordinates activities of workers who perform office support duties which support the development and implementation of policies, procedures, standards, training and methods for managing a specialized system or program; operates within budget.
Monitors work of staff, closely and ongoing, to assess and problem-solve.
Reviews performance on a daily basis and provides suggestions and gives instructions for improving work.
Helps employees establish deadlines for work assignment and completion.
Modifies work plans, methods and procedures, determines work priorities and develops work schedules to provide adequate staff coverage.
Provides work instruction and assists employees with difficult and/or unusual assignments; encourages innovation.
Assigns and distributes work, reviews work for accuracy and completeness and returns assignments with recommendations for proper completion.
Documents causes for disciplinary action and initiates appropriate action in accordance with FPI policy.
Implements performance improvement plans.
Provides input for termination in consultation with HR and department leadership.
Makes formal recommendations for disciplinary action.
Responds to formal and informal employee grievances and prepares written responses.
Participates in the development and implementation of short- and long-term work plans and objectives for administrative support staff.
Assists employees in understanding/implementing d/o/c policies and procedures.
Ensures staff are crossed trained appropriately to prevent any lapses in the delivery of services.
Participates in the development of guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary.
Resolves problems encountered during daily operations and determines appropriate solutions; promotes teamwork.
Encourages regular communication, informs staff of relevant business issues and their impact on the organization.
Identifies, analyzes and resolves work problems.