Supervisor Operations (Anesthesiology) - 40 hours, days

UMass Memorial Health•San Jose, CA

23h•Onsite

About The Position

The Operations Supervisor is responsible for the administration and oversight of operational and general business functions within assigned department(s) or division(s), including both clinical and academic components where applicable. This role serves as a key member of the management team, supporting senior leadership while ensuring efficient, compliant, and high-quality operations. The Operations Supervisor provides direct supervision of administrative and medical support staff, coordinates daily operations, and leads initiatives to improve performance, standardize processes, and enhance patient and caregiver experience. This role is responsible for the administration of the operational and general functions of the Department of Anesthesia & Perioperative Medicine, focusing on the clinical components of the Department. The Operations Supervisor reports to the Administrator in the Department.

Requirements

Associate’s degree in Business Administration, Healthcare Administration, or related field
3 years of relevant experience
1 year of supervisory experience
Strong leadership, interpersonal, and communication skills
Ability to work independently and manage multiple priorities
Advanced organizational, analytical, and problem-solving skills
Experience with financial and operational reporting
Proficiency in Microsoft Office and healthcare systems

Nice To Haves

Bachelor’s degree in Business Administration, Healthcare Administration, or related field
Experience with process improvement methodologies (e.g., Lean)

Responsibilities

Coordinate and oversee daily operations to ensure efficient workflow and high-quality service delivery
Ensure the smooth and effective functioning of assigned operational areas
Supervise operations through effective use of internal and external resources
Independently resolve routine operational issues and escalate complex matters as needed
Develop and maintain collaborative relationships with clinical, administrative, and system-wide stakeholders
Support department leadership (e.g., Chairs, Division Chiefs, Administrators) in operational, organizational, and personnel matters
Facilitate onboarding and offboarding processes for staff and providers, including coordination of necessary HR, payroll, credentialing, and departmental paperwork to ensure compliance and continuity of operations
Serve as a liaison for staff regarding workflow, scheduling, and operational questions, helping to minimize disruptions to daily operations
Support budget controls, including monitoring expenditures and ensuring alignment with financial targets
Assist with revenue cycle activities, including billing, collections, and reimbursement optimization
Review financial, operational, and productivity reports; identify trends and recommend improvements
Apply continuous improvement methodologies, including Lean principles, to enhance efficiency and effectiveness
Lead or support initiatives focused on standardization, workflow optimization, and operational performance improvement
Collect, analyze, and report operational metrics to inform decision-making and support data-driven improvements
Support implementation of compliance programs and processes related to regulatory and organizational requirements
Ensure departmental readiness for audits and reviews, maintaining adherence to policies, procedures, and regulatory standards
Assist in coordinating compliance-related requirements for staffing, credentialing, and operational workflows
Provide advanced administrative support to senior leadership
Review, analyze, and troubleshoot routine operational reports (e.g., weekly and monthly)
Prepare reports, analyses, and presentations as requested
Coordinate projects and cross-functional initiatives
Develop and revise policies and procedures to support operational efficiency and effectiveness
Support departmental initiatives and special projects as assigned by leadership, ensuring alignment with organizational priorities and goals
Supervises assigned personnel including performance evaluations, scheduling, orientation, and training
Makes recommendations on employee hires, transfers, promotions, salary changes, discipline, terminations, and similar actions
Resolves grievances and other personnel problems within position responsibilities
Coordinates the assignment of tasks and helps resolve technical and operational problems
Evaluates the impact of solutions to ensure goals are achieved
Provides effective direction, guidance, and leadership over the staff for effective teamwork and motivation and fosters the effective integration of efforts with system-wide initiatives
Encourages and supports diverse views and approaches, creating an environment of professionalism, respect, tolerance, civility and acceptance toward all employees, patients and visitors
Integrates diversity into departmental objectives, such as hiring, promotions, training, vendor selections, etc.
Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations
Ensures compliance with regulatory agencies such as Joint Commission, DPH, etc.
Develops and maintains procedures necessary to meet regulatory requirements
Ensures that department complies with hospital established policies, quality assurance programs, safety, and infection control policies and procedures
Ensures adequate equipment and supplies for department
Develops and maintains established departmental policies, procedures, and objectives
Ensures compliance to all health and safety regulations and requirements
Performs similar or related duties as required or directed
Leads weekly meetings with the scheduling and operations colleagues
Oversees provider recruitment and onboarding process, which includes processing all necessary HR, payroll and Medical Staff paperwork of key stakeholders
Monitors new provider activity to ensure compliance with offer letters
Works with the Marketing Department to promote new physicians and services
Works with Medical Staff Services to ensure hospital privileges and physician credentialing are completed on time
Oversee on-boarding process of new physicians
Manages vendor relationships that are critical to departmental success, including staffing agencies and managed service providers
Manages scheduling database (QGenda) and ensures accuracy of departmental staffing data, including relevant time grids, contract labor data, etc.
Precisely maintains PTO balances within the scheduling software
Collaborates with clinical leaders (e.g., Chief CRNAs, CRNA Scheduling Coordinators, Medical Director of Staffing, Clinical Vice Chair) to ensure timely response to providers’ requests for PTO and scheduling change requests
Acts as a liaison with physicians and staff regarding questions and concerns around scheduling and operations
Serves as a partner for ambulatory based clinical teams, helping to ensure operational excellence of non-operating room anesthesia (NORA) sites
Develops collaborative relationships with hospital clinic management
Works with scheduling team to ensure timely and accurate creation of clinical schedules for new and existing providers and advanced practice practitioners, both in OR and in NORA sites
Demonstrates flexibility and confidence in pivoting quickly to implement staffing changes to minimize disruptions in patient care daily
Creates and performs data analytics on staffing metrics and performance to the service level agreement (SLA) capacity plan
Manages provider departures which includes processing all necessary HR, payroll and Medical Staff paperwork and informing patients of provider departures
Oversees that departing provider clinics are closed, patients are cancelled and rescheduled with other providers
Evaluates methods and procedures or develops alternative techniques for processing work or improving the operating efficiency/effectiveness of the Division
Works with the Division Chiefs /Administrator regarding HR, Legal and Finance issues
Works in conjunction with Department Leadership on service line operational growth and improvement, including management of special projects as assigned by Senior Leadership
Works with the Administrator to assure that compliance policies are executed for the division and participating physicians
Monitors and approves expenditures during the fiscal year ensuing compliance with staffing budget