Administrative Supervisor-QHC-13500-001

The Administrative Supervisor is responsible for the overall functioning of the Departmental office and its subspecialty offices for all support staff services.

1. 
   

   Develops and maintains standard work for 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 or reappointment packages; completes and submits payroll/HR actions for new hires or changes in employee status. Plan and implement upgrading of office systems and procedures. Day-to-day job requires discretion when handling confidential information such as salaries, clinical credentials and budgetary materials. 

   
   

   Coordinates and schedules staff for annual mandatory Hospital and Departmental training. Serves as personal assistant to Director and Associate Director; writes correspondence, making appointments, setting up meetings and other tasks related to Department activities as may be assigned by the Director.



2. Supervises provision of secretarial support for attending surgeons, Fellows and physician assistants; monitors administrative support and recommends changes, focusing on smooth and efficient administrative services. Provides support for the processing of collected data and statistics. Acts as a liaison between clinical/non-clinical staff to ensure teamwork. Ensures proper maintenance of Departmental files. Performs secretarial functions as required. 


3. 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.


4. Ensures that Attending staff, Fellows and Physician Assistants are compliant with licensures, registration certificates and all credentials required to be compliant with rules and regulations of staff appointment.


5. Supervises office clerical personnel: delegates routine work to subordinates, checks work product for accuracy; anticipate staffing needs; assist in developing scheduling options for staff; ensures that all schedule changes are entered into the computer; evaluates performance. Maintains database on all personnel; assures the availability of evaluation tools.


6. Performs as departmental liaison with HHC QHC administration and all areas of Mount Sinai Affiliate management such as Administration, Finance and Human Resources.   Serves as initial contact for external regulatory and governmental entities making inquiries of various types. May interact with patients primarily on the phone and direct them to the appropriate party for problem solving. Responsible for following up with clinicians in regard to completion of medical records and operative dictations.


7. Provides related duties as requested by Director of Service. Is able to perform work of other support staff under his/her supervision and will be called upon to do this during temporary absences or leaves.

-Position requires level of knowledge ordinarily acquired through completion of an academic or business high school education plus one year of college education or formal secretarial training in general office management and skills. A Bachelor?s degree is preferred.

-A minimum of two years experience is required in office operations in a health care setting, including graded increasing responsibilities in the supervision and training of personnel. Personal computer skills including advanced knowledge of word processing and data base management and the demonstrated ability to track 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 two years of progressively increasing responsibility and 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 a high degree of accuracy.

-Interpersonal contact skills are critical for good performance: good written and oral communication skills are mandatory in this senior management job, which is often the initial contact for external parties (private, regulatory, governmental) with the clinical department and institution.

-Excellent communication and oral skills. 

-Knowledge of Medical terminology is essential. 

-Ability to supervise office staff, knowledge of clinical administration, computerized record keeping and budgetary concepts at a level normally acquired through two years of progressively more responsible experience.