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JOB DESCRIPTION

JOB TITLE: Administrative Supervisor

DEPARTMENT/DIVISION: All

JOB STATUS: Full-time/ Exempt

REPORTS TO: Physician

DATE: May 2025

POSITION SUMMARY:

The Administrative Supervisor will be responsible for the overall flow of daily office operations and coordinating the daily functions of the administrative staff. The Administrative Supervisor will also act as a resource to the staff as well as to the Physicians, and will monitor performance of all staff and takes appropriate action to produce desired results. Displays effective interpersonal skills and exercises judgment and discretion when dealing with patients, providers, staff, and vendors.

DUTIES AND RESPONSIBILITIES:

Administrative Supervisor

+ Supervises the day-to-day tasks of the administrative staff and plans task assignments.

+ Ensures there is appropriate coverage in all administrative departments

+ Reviews physician schedules regularly to maximize capacity and verify correct scheduling.

+ Provides guidance to assigned staff and leads.

+ Completes performance evaluations for assigned staff.

+ Identifies learning opportunities, provides effective coaching and feedback, and develops corrective action plans as appropriate.

+ Approves paid time off and payroll for the staff.

+ Trains all administrative staff, composes tutorials for educational purposes and holds staff meetings. Ensures staff is cross trained as appropriate.

+ Trains, coaches, and supports the administrative leads.

+ Works with staff on last minute re-schedules to accommodate for provider emergencies.

+ Resolves office issues and keeps lines of communication open with staff to ensure high employee morale and a professional atmosphere.

+ Ensures approved medical record policies and procedures are followed, including those dealing with patient confidentiality and attorney requests.

+ Coordinates with EMR vendor for support as needed.

+ Monitors non-clinical office supply inventories and orders accordingly.

+ Confers with external parties and Physicians to resolve technical problems related to facilities management, computers, and other office equipment.

+ Maintains a safe and secure environment for patients and families.

+ Maintains good working relationships and effective communication both within the department and with other departments.

+ Demonstrates the ability to be flexible, organized and function under stressful

situations.

+ Tracks patient surveys and suggestions.

+ Actively participates in performance improvement and continuous quality improvement activities for the office.

+ Complies with all organizational policies regarding ethical business practices.

+ Ensures compliance with all regulatory agencies governing health care delivery.

+ Collaborates with Human Resources on employee relations issues, compensation, employment policies, etc.

+ Supervises and ensures compliance with administrative departmental policies and procedures.

+ Provides support to Physicians as needed.

+ Revenue Cycle Management, includes denials, copays, authorizations and referrals.

+ Represents the organization in a positive and professional manner.

+ Supervises the schedule templates and PTO requests from providers.

+ Other duties as assigned

+ Manage patient concerns and complaints and apply appropriate intervention and service recovery.

+ Assist in recruiting for clinical and non-clinical positions for both locations.

+ Assist in Pre-screens, interviews, and manages the recruiting process for Cardiology, including initiating requisitions, posting jobs, sourcing candidates, screening and interviewing applicants, starting the background and drug screening process, and making employment offers.

+ Coordinates with HR team for offer approval and new hire orientation.

+ Works in accordance with the policies, regulations, and recruitment strategies of the organization.

+ Suggests new approaches towards developing better recruitment and retention strategies.

EDUCATION AND EXPERIENCE:

+ Bachelor’s degree preferable in business, healthcare, human resources, or related field

+ 3 to 5 years of relevant experience preferably in a healthcare environment, or equivalent combination of education and experience.

QUALIFICATIONS & REQUIREMENTS:

+ Demonstrated supervisory skills.

+ Strong analytical ability, critical thinking, and good judgment.

+ Ability to effectively present information and respond to questions from physicians, staff and patients.

+ Strong communication skills and the ability to relate to and influence people at all levels of the organization.

+ Electronic Medical Record experience required; Applicant Tracking System experience preferred.

+ Ability to be flexible, organized and function well under demanding situations.

+ Ability to work independently as well as collaboratively on projects and new initiatives.