Operations Supervisor

BMC Software•Methuen, MA

3d•$51,500 - $75,000

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 department’s administrative liaison. The role supports high-quality service in an ambulatory or hospital-based setting and ensures the department operates smoothly, efficiently, and professionally. The supervisor oversees staff workflows, schedules, timekeeping, training, performance, records, communications, supplies, and equipment. The position also provides administrative and project support, coordinates departmental meetings and functions, supports quality improvement work, and handles confidential information discreetly. The role follows hospital standards for performance, patient rights, infection control, safety, and conduct, including BMC’s RESPECT behavioral standards.

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.
Ability to guide, direct, and mentor staff.
Ability to communicate effectively in a highly professional manner.
Strong computer proficiency with Microsoft Word, Access, Excel, PowerPoint, email, and web/internet applications.
Ability and willingness to become proficient with other applications, including Kronos and Workday.
Flexibility, strong interpersonal skills, project coordination experience, and ability to work well with internal management and staff at all levels, as well as external clients and vendors.

Nice To Haves

Previous supervisory experience is strongly preferred.

Responsibilities

Ensure assigned departments operate 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 adherence to departmental standards and regulations.
Coordinate and maintain monthly department schedules; track employee hours, leaves, and vacation or sick time; review hours against scheduled work; and submit weekly timesheets to the manager or director, or to Payroll in their absence.
Monitor unit coordinators’ performance and compliance with departmental procedures, and complete annual performance appraisals.
Serve as the first point of contact for department employees’ benefit and payroll questions.
Work with managers and staff to resolve employee relations issues, using appropriate BMC resources.
Schedule meetings and coordinate audio-visual and technology requirements and catering as needed.
Analyze, categorize, and prioritize correspondence; respond on behalf of the Manager and independently determine an appropriate course of action.
Collaborate with department educators to create orientation schedules 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 professional and patient information discreetly, including correspondence, test results, and billing data.
Create requested reports, spreadsheets, presentations, and correspondence.
Plan, organize, and coordinate departmental receptions, meetings, and functions, obtaining assistance as needed.
Handle departmental telephone calls professionally and courteously.
Work with unit coordinators to monitor office supply and equipment inventory, make purchases within the established budget, maintain office equipment, and contact 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.
Conform to hospital standards of performance and conduct, including standards pertaining to patient rights and customer service.
Use the hospital’s cultural beliefs as a basis for decision-making in support of its mission and goals.
Follow established hospital infection-control and safety procedures.
Perform other related duties as needed.
Adhere to BMC’s RESPECT behavioral standards.