Office Supervisor

HarmonyCares•Newark, NJ

About The Position

The Office Supervisor provides administrative and operational leadership for a local market and directly supervises and develops front-office and clinical support team members. Depending on market size and scope, direct reports may include Clinical Partners, Scheduler Analysts, and Patient Health Coordinators. The role leads daily operations, coordinates workforce coverage, and supports patients and providers while implementing and maintaining administrative systems, workflows, procedures, and policies. It also oversees practice-level projects and initiatives. The Office Supervisor works with local staff, the Operations Leader, Fleet Operations, IT, Purchasing, patients, and vendors. The role may provide backup office support for staff as requested by the Operations Leader. Employees may also be assigned other job-related duties. The position requires an associate’s degree or two years of supervisory experience (relevant years of experience may substitute), at least one year of management or lead administrative experience, a valid and unencumbered driver’s license with a good driving record, strong computer skills, knowledge of medical terminology, and the ability to maintain confidentiality and follow HIPAA guidelines. Two or more years of college experience is preferred. The posted pay range is $64,225.20 to $71,496.88 per year.

Requirements

Associate’s degree or two years of supervisory experience; relevant years of experience may substitute.
At least one year of experience in a management or lead administrative role.
Valid and unencumbered driver’s license with a good driving record.
Strong computer skills, including navigation of an EMR, Microsoft Office, and Windows.
Knowledge of medical terminology.
Ability to maintain confidentiality and follow HIPAA guidelines.

Nice To Haves

Two or more years of college experience.

Responsibilities

Promote teamwork and accountability while overseeing daily market operations in accordance with the company handbook and its Mission, Vision, and Values.
Ensure new employees receive access to the platforms and tools needed for their assigned work.
Use and track employee timecards and attendance through electronic measures.
Coordinate and communicate local-market staffing coverage and changes.
Ensure staff and the office comply with OSHA standards.
In the absence of the Operations Leader, conduct and attend meetings with internal and external customers to maintain professional relationships.
Partner with clinical and operational leadership to support collaboration, accountability, and continuous improvement across care teams.
Provide backup or office-setting assistance to staff, such as medical assistants, patient care coordinators, and schedulers or scheduling analysts, as requested by the Operations Leader.
Manage fleet vehicles and tasks associated with the Fleet Operations Department.
Perform routine office tasks to maintain the operation and professional presentation of the office, including coordinating with local facility contacts.
Interview, onboard, coach, and performance-manage direct reports; oversee their scheduling and manage timecards.
Coordinate with the IT Department as needed.
Order clinical and office supplies for the market within budget; work with the Operations Leader and corporate purchasing department to maintain appropriate supply levels by tracking inventory and placing orders.
Oversee and manage patient census, engagement, and daily schedules in collaboration with the Operations Leader and Scheduler or Scheduling Analyst.
Oversee patient inactivation processes in the local market.
Prioritize patient satisfaction, address patient concerns, and escalate concerns to the Operations Leader, compliance, or legal as appropriate.
Document in the EMR and monitor task completion.