Operations Supervisor

Boston Medical Center•Methuen, MA

About The Position

The Operations Supervisor supervises, coordinates, and monitors administrative and financial operations for assigned departments, directly supervises professional and clerical staff, and serves as the administrative liaison. The role supports smooth, efficient, and professional daily operations in an ambulatory or hospital-based setting while providing high-quality service. The supervisor manages staff workflows, schedules, timekeeping, training, performance, departmental records, office resources, and communications. The role also supports projects and quality improvement activities, maintains confidentiality, and follows hospital standards for conduct, patient rights, infection control, and safety.

Requirements

Bachelor’s degree or an equivalent combination of education and experience.
At least three years of experience in a similar office setting.
Strong organizational, interpersonal, and communication skills.
Leadership ability to guide, direct, and mentor staff.
Ability to communicate effectively in a highly professional manner.
Strong proficiency with Microsoft Office applications, including Word, Access, Excel, and PowerPoint, as well as email and web/internet tools.
Ability and willingness to become proficient with applications including Kronos and Workday.
Flexibility, excellent interpersonal skills, and project coordination experience.
Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

Nice To Haves

Previous supervisory experience is strongly preferred.

Responsibilities

Ensure assigned departments run smoothly, efficiently, and professionally on a daily basis.
Assist with new-hire orientation and training; supervise staff and assign tasks.
Manage workflow and monitor work quality, timely completion of assignments, and compliance with departmental standards and regulations.
Coordinate and maintain departmental monthly schedules.
Track employee hours, compare hours with scheduled work, track leave and vacation or sick time, and submit weekly timesheets to the manager/director or, in their absence, Payroll.
Monitor unit coordinators’ performance and compliance with departmental procedures, and complete annual performance appraisals.
Serve as the first point of contact for employee benefit and payroll questions.
Work with managers and staff to resolve employee relations issues, using appropriate organizational resources.
Schedule meetings and coordinate audiovisual and technology needs and catering as needed.
Analyze, categorize, and prioritize correspondence; respond on behalf of the Manager and independently determine appropriate actions.
Work with department educators to create orientation schedules for new staff and schedule mandatory staff training.
Maintain departmental files, manuals, and records, and supervise their maintenance.
Provide backup support for other administrative staff during breaks and absences.
Assist with project management and follow-through; participate in quality improvement teams as required.
Handle confidential information concerning professional and patient matters discreetly, including correspondence, test results, and billing data.
Create requested reports, spreadsheets, presentations, and correspondence.
Plan and coordinate departmental receptions, meetings, and functions, obtaining assistance as necessary.
Handle departmental telephone calls professionally and courteously.
Work with unit coordinators to monitor office supply and equipment inventory, purchase items within budget, and keep office equipment operational by contacting vendors or IT for repairs or replacements.
Maintain communication with other departments and act as liaison with internal and external customers.
Recommend administrative office system improvements to increase productivity and cost effectiveness.
Meet hospital-wide performance and conduct standards, support patient rights and the hospital’s mission and goals, and follow infection control and safety procedures.
Adhere to BMC’s RESPECT behavioral standards and perform other related duties as needed.