Strength Through Diversity
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The Administrative Supervisor is responsible for the overall functioning of the departmental office and its subspeciality offices for all support staff services.
- Plan and implement upgrading of office systems and procedures. Continues to develop the use of computers in the department to facilitate record keeping, budget control etc,; prepares clinical, statistical, regulatory or governmental reports as required; prepares clinician appointment packages; completes and submits payroll/HR actions for new hires or changes in employment status. Coordinates and schedules staff for annual mandatory and departmental training. May serve as personal assistant to Director.
- Supervises provision of secretarial support for Director of Service; monitors administrative support and recommends changes, focusing on smooth and efficient administrative services. Provides support for the processing of collected data to evaluate and monitor the department health care delivery system; functions as a liaison between clinical/non-clinical staff to ensure teamwork; ensures proper maintenance of departmental files. May perform secretarial functions as required.
- Ensures that all staff have received computer security access, completed initial training successfully and receive ongoing training as necessary; prepares and conducts performance evaluations for assigned staff; communicates performance issues to Director of Service; identifies and communicates work responsibilities and expectations.
- In offices with residency training programs, coordinates resident scheduling. Generally, under the physician guidance, prepares monthly in-house attending and resident on-call schedules. May arrange employee continuing education enrollment. May have responsibility for following up with clinicians in regard to completion of incomplete charts.
- Supervises office clerical personnel: delegates routine work to subordinates, checks work product for accuracy; anticipate staffing needs; assist in developing scheduling options for staff; enters all schedule changes into the computer; evaluates performance. Maintains database on all personnel; assures the availability of evaluation tools.
- In offices involved with private practice plans, performs functions supporting physician billing and administration of private practice. Expedites resolution of problems and billing inquiries.
- Performs as departmental liaison with HHC QHC administration and all areas of Mount Sinai management such as Administration, Finance and Human Resources. Serves as initial contact for external regulatory and governmental entities making inquiries of various types.
- Provides related duties as requested by Directors of Services. May be called upon to perform work of other employees during temporary absences or leaves.
- Work requires a minimum level of knowledge ordinarily acquired through completion of an academic or business high school education. A Bachelor’s degree is preferred. A minimum of two year experience in office operations in a health care setting, including experience in supervision and training of personnel is required. Personal computer skills including advanced knowledge of work processing and data base management and the demonstrate ability to tract data and generate reports is required. Demonstrated organizational, problem solving and customer service skills are required.
Knowledge of office supervision, clinical administration, computerized record keeping and budgetary concepts at a level normally acquired through to years of progressively more responsible experience.
- Problem-solving and analytical ability necessary to solve problems of moderate complexity (expediting credentialing, meeting reporting deadlines, resolving human resources management problems). Standard methods, guidelines, and procedures govern work performed. Discretion required in handling confidential clinical, budgetary and administrative matters. Job requires high degree of accuracy, as work product generally supervised by Director.
- Interpersonal contact skills are critical for good performance: good written and oral communication skills are mandatory in this junior management job, which is often the initial contact external parties (private, regulatory, governmental) have with clinical department and institution.
- Work requires manual dexterity for daily use of word-processing keyboard or typewriter; eyestrain may occur through daily use of computer or through heavy typing of correspondence; mental strain involved in meeting deadlines. Light lifting of office supplies may be required.