Supervisor, Office - Arcadia Neurosurgery Clinic - Full Time 8 Hour Days (Exempt) (Non-Union)

University of Southern California

About The Position

The Office Supervisor provides direction, supervision, and coordination of office flow and activities. Offers support in coordinating and maintaining files and data activities in an efficient manner. Assists leadership team with Departmental activities, education, distribution of communications, coordination of office activities and services, program development activities, time keeping activities, and creating and distributing reports. This position organizes, coordinates or provides oversight for various projects and functional areas in the ambulatory environment including physician support staff scheduling, timecard maintenance, assisting in oversight of multiple practice site operations and special projects management. This includes centralized processes such as appointment scheduling, Rx refill service, transcription support. Serves as liaison to HIM and lead EHR on-site coordinator. Facilitates physician onboarding process. Provides support for expenditure tracking. Under the direction of the Servicer Line Director. Essential Duties: LEADERSHIP Provides the daily monitoring of the day-to-day operations of the administrative staff. Establishes clear job requirements for employees by overseeing the orientation of new employees and maintaining current position descriptions and measurable performance standards and monthly meetings. Provides the hiring, training, counseling, assignment and evaluations of work to staff members with Director’s approval. Oversees and participates in the coverage of department functions during times of illness, vacations, etc. POLICIES AND PROCEDURES: Ability to implement policies and procedures by effectively working with personnel. Ability to evaluate systems to determine whether or not current policies and procedures are functioning and makes recommendations to the director for changes. EQUIPMENT AND SYSTEMS Acts as a Super User and trainer for the electronic health record. Participates and/or leads change management for implementation of changes to systems. Understands all principles of the electronic patient folder system and maintains/updates policies and procedures for all staff Able to utilize dictation system effectively (processing dictation/transcription). Assists in the processing department payroll/time cards timely Ensures timely and accurate Rx refill request data entry. PERFORMANCE IMPROVEMENT Participates in continuously assessing and improving departmental performance. Ability to communicate changes to improve processes to the director as needed. COMMUNICATION Ability to communicate effectively intra-departmentally and interdepartmentally. Provides timely follow-up with both written and verbal requests for information, including voice mail and email. Processes and tracks POs, employee time cards, invoices, and other financial documents. EDUCATION/CONTINUING EDUCATION Ability to assess educational needs of the staff and provides educational needs to the Director to assist in development of education plans for the department. Ability to develop educational materials, inclusive of specific policies and procedures, for training end users. Facilitates physician onboarding process from forms submission to lab coat and business card orders to schedule creation and scheduling of EHR training and clinic orientation. Performs Other Duties as Assigned by Director or designee.

Requirements

High school or equivalent
1 - 2 years Administrative operations experience in an outpatient setting.
Knowledge of EHR, financial systems (Lawson, Kronos, Kuali, etc.).
Demonstrates ability to work independently with minimal direction and supervision.
Organization/time management skills.
Committed to excellence in patient care and customer service.
Demonstrates ability to utilize effective, appropriate and diplomatic oral and written communication skills.
Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

Nice To Haves

Previous Supervisor/Managerial experience preferred

Responsibilities

Provides the daily monitoring of the day-to-day operations of the administrative staff.
Establishes clear job requirements for employees by overseeing the orientation of new employees and maintaining current position descriptions and measurable performance standards and monthly meetings.
Provides the hiring, training, counseling, assignment and evaluations of work to staff members with Director’s approval.
Oversees and participates in the coverage of department functions during times of illness, vacations, etc.
Ability to implement policies and procedures by effectively working with personnel.
Ability to evaluate systems to determine whether or not current policies and procedures are functioning and makes recommendations to the director for changes.
Acts as a Super User and trainer for the electronic health record.
Participates and/or leads change management for implementation of changes to systems.
Understands all principles of the electronic patient folder system and maintains/updates policies and procedures for all staff
Able to utilize dictation system effectively (processing dictation/transcription).
Assists in the processing department payroll/time cards timely
Ensures timely and accurate Rx refill request data entry.
Participates in continuously assessing and improving departmental performance.
Ability to communicate changes to improve processes to the director as needed.
Ability to communicate effectively intra-departmentally and interdepartmentally.
Provides timely follow-up with both written and verbal requests for information, including voice mail and email.
Processes and tracks POs, employee time cards, invoices, and other financial documents.
Ability to assess educational needs of the staff and provides educational needs to the Director to assist in development of education plans for the department.
Ability to develop educational materials, inclusive of specific policies and procedures, for training end users.
Facilitates physician onboarding process from forms submission to lab coat and business card orders to schedule creation and scheduling of EHR training and clinic orientation.
Performs Other Duties as Assigned by Director or designee.