Office Supervisor

Job Summary:

Manages and coordinates administrative functions within an assigned office or division.

As a Supervisor at Owensboro Health, you provide frontline leadership and direct support to team members during daily operations. You champion our Safety Culture and foster continuous improvement. You ensure safe, efficient, and compassionate care delivery by monitoring performance, reinforcing expectations, and promoting a just culture. You are a key driver of Owensboro Health’s Target Zero safety commitment, empowering staff to speak up, report concerns, and prioritize patient well-being.

Job Responsibilities:

• Assists with developing specific department goals, standards, and objectives which directly support the strategic plan and vision of the organization.

• Manages staff relations including performance management, staff satisfaction, and conflict management.

• Monitors department budgets and contracts, regulatory compliance, and vendor relations.

• Determines and justifies needs for systems, equipment, supply purchases, monitors usage, and oversees proper working order and/or stock supplies.

• Provides input and assists manager with corrective actions.

• Collaborates with insurance companies, physician offices, and all internal and external customers as needed.

• Assists in delivering Medicare's "Important Message" to patients as needed.

• Develops staff schedule and manages time in KRONOS.

• Provides thorough documentation, excellent communication, education, and guidance to staff.

Leadership Responsibilities:

• Performance Management - Supervises the daily activities of technical, operations, business support or team members and is accountable for performance.

• Resource Management - Sets priorities for the team to ensure task completion; coordinates worked activities to optimize productivity.

• Problem solving – identifies and solves problems guided by policies and procedures; delivers guidance with oversight from manager.

• Delegation - Effectively assigning tasks and responsibilities to team members based on their strengths.   May perform duties of subordinates but at an advanced level and typically less than 80% of their time. 

• Leadership Ability – Will approve timecards, participate in hiring, training new hires, provide input into corrective action & development plans, assist with process improvement conduct performance reviews, assist with budgeting and operations, etc.

• Conflict Resolution - Identifies and addresses conflicts within the team, facilitating constructive dialogue, and finding solutions to disagreements. 

• Change Management - Leads and adapts to organizational changes, communicating effectively during transitions, and engages the team in the process.

• Leadership Development – Actively engages in the Leadership Development Program by enrolling in the program within the first 6 months of employment and completing the program within the first 2 years of employment.  

• Workforce Safety Statement - Prioritizes the physical and psychological safety of the workforce as a foundational element of high-reliability care. Ensure goals are established with effective monitoring and reporting to improve workforce safety and wellbeing. Promotes safe staffing, supports resilience, and ensures that every team member has the tools, training, and environment needed to perform at their best.

Skills and Attributes:

• Requires critical thinking skills and decisive judgment.

• Works under minimal supervision.

• Must be able to work in a stressful environment and take appropriate action.

Position Requirements:

Work Experience

• A minimum of 2 years' relevant experience as determined by the organization

Education

• High school diploma, General Equivalency Diploma (GED) or higher required upon hire                                                                   

Licensure/Certification/Registration

• BLS - Certified as a Basic Life Support Healthcare Provider required within 90 days of employment in this position 
• ABR-OE - Credential from American Association of Medical Assistants (AAMA) required within 120 days of obtaining 24 months of experience within the last 36 months in a health care facility under the supervision of a licensed health care provider OR
• ARMA- Registered Medical Assistant through American Registry of Medical Assistants (ARMA) required within 120 days of employment in this position OR
• CCMA - Clinical Medical Assistant Certification through National Health career Association (NHA) required within 120 days of employment in this position OR
• CMA - Certified Medical Assistant through American Association of Medical Assistants (AAMA) required within 120 days of employment in this position OR
• CMAC - Clinical Medical Assistant Certification through the American Medical Certification Association (AMCA) required within 120 days of employment in this position OR
• CMAAC - Clinical Medical Administrative Assistant Certification through the National Healthcareer Association (NHA) required within 120 days of employment in this position OR
• MAC - Medical Assistant Certification through the American Medical Certification Association (AMCA) required within 120 days of employment in this position OR
• NCMA - National Certified Medical Assistant through National Center for Competency Testing (NCCT) required within 120 days of employment in this position OR
• NRCMA - Nationally Registered Certified Medical Assistant through National Association for Health Professionals (NAHCP) required within 120 days of employment in this position OR
• RMA - Registered Medical Assistant through American Medical Technologists (AMT) required within 120 days of employment in this position OR
• RMA - Registered Medical Assistant through American Allied Health (AAH) required within 120 days of employment in this position

Organizational Responsibilities:

• Supports Owensboro Health’s Mission, Vision, Core Commitments, and business interests.  Adheres to all organizational policies and procedures. Executes all tasks and behaves in a manner consistent with a culture of compliance, safety and a high reliability organization.

Additional Job Information:

• This job description describes the general nature and level of work required by the position. It is not intended to be an all-inclusive list of qualifications, skills, duties, responsibilities or working conditions of the job. Specific duties and responsibilities consistent with the general nature and level of work described may vary by department and additional related duties may be assigned as needed. Some duties listed may not apply to all employees with this job description. 

• The job description is subject to change with or without notice, and Management reserves the right to add, modify or remove any qualification or duty. Nothing in this job description changes the existing at-will employment relationship between the Organization and the employee occupying the position.

Standard ADA Settings:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: (Office Environment)

Standing: Occasionally

Walking: Occasionally

Sitting: Frequently

Lifting 0-25 lbs.: Rarely

Lifting 25-75 lbs.: Rarely

Lifting over 75 lbs.: Rarely

Carrying 0-25 lbs.: Rarely

Carrying 25-75 lbs.: Rarely

Carrying over 75 lbs.: Rarely

Pushing/Pulling 0-25 lbs.: Frequently

Pushing/Pulling 25-75 lbs.: Rarely

Pushing/Pulling over 75 lbs.: Rarely

Climbing: Rarely

Bending/Stooping: Rarely

Kneeling: Rarely

Crouching/Crawling: Rarely

Reaching: Occasionally

Talking: Frequently

Hearing: Frequently

Repetitive Foot/Leg Movements: Rarely

Repetitive Hand/Arm Movements: Frequently

Keyboard Data Entry: Frequently

Running: Rarely

Vision: Depth Perception: Frequently

Vision: Distinguish Color: Frequently

Vision: Seeing Far: Frequently

Vision: Seeing Near: Frequently

Hazardous Drug Risk Exposure: No-Risk

Owensboro Health Core Commitments

INTEGRITY - We conduct ourselves with a high level of responsibility, reliability and honesty because we take seriously the trust of our patients and coworkers.

RESPECT - We value and accept the unique talents and contributions of every patient, customer and team member in the Owensboro Health community.

TEAMWORK - We build a spirit of connectivity and fellowship by striving together to overcome obstacles, surpass goals, celebrate accomplishments and plan the future.

INNOVATION - We foster original ideas and creative solutions that improve our daily work and promote the mission of Owensboro Health.

SERVICE - We focus on service to patients, customers and team members by anticipating their needs, thoughtfully meeting those needs and continually improving the quality of everything we do.

EXCELLENCE - We reach beyond basic expectations to expand our knowledge and awareness, produce exceptional work and provide outstanding service.