Administrative Supervisor

We are seeking an Administrative Supervisor who will be responsible for overseeing administrative operations in the Department of Surgery, primary supervision over the administrative & clinical support staff within the Department to include administrative assistants, medical office Coordinators, Program Coordinators and Clinical Coordinators. This position will be responsible for managing clinical and administrative workflow. Work in conjunction with the Clinical Operations Manager, Surgeons and Administrators to establish, implement, and interpret policies and procedures. Demonstrates independent judgment in resolution of administrative and patient related issues. Intervenes as necessary on issues relating to patient complaints, healthcare providers’ concerns and operational issues by taking measures to correct situations and/or ensure involvement of appropriate personnel. Guides and assists staff with triaging patient calls, scheduling appointments and maintaining appointment templates, obtaining pre-certifications/authorizations and other needs of the clinical office.

The Administrative Lead will work closely with senior leaders in the Division and Department, and will report directly to the School of Medicine Department of Surgery Clinical Operations Manager.

Specific Duties & Responsibilities

• Assists in the development, planning, implementation and ongoing assessment of office policies and procedures for the support staff. Serve as an expert on all policies and procedures related to each of the roles.
• Supervises staff, and prepares staff evaluations.
• Promotes a team environment among staff, management, administration and faculty.
• Works cooperatively with other staff. Responds to requests from coworkers or other departments in a mutually agreed upon period. Maintains professional demeanor with all coworkers.
• On a regular and continuous basis, exercises judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
• Knows the formal and informal departmental goals, standards, policies and procedures, which may include some familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions with the department.
• Monitors staff time/attendance. Approves all vacation and sick requests and coordinate vacation schedules among staff, ensuring coverage remains available during vacations, holidays (as applicable) and during weather events.
• Creates and manages cross coverage.
• Supervise performance of clinical & administrative staff, conduct performance reviews in close collaboration with principals, identify professional development opportunities, and establish a culture of matrixed management (the practice of managing individuals with more than one reporting line)
• Float throughout divisions to provide coverage when needed.
• Ongoing monitoring of staff productivity including, but not limited to, the following competency areas:  Patient Scheduling, Surgical Posting, Clinical Review, Documenting Patient Communicaiton, and EPIC Navigation.
• Coordinates the interview process for applicants and manage the onboarding and training of staff. Develops and maintains a comprehensive training and onboarding plan for staff.
• Maintains EPIC user rights with the access to create and edit provider templates. Oversee physicians’ schedules and troubleshooting template problems. Oversees Epic activities related to scheduling. Works with Department of Surgery access center closely to optimize patient scheduling.
• Serve as a template champion, assisting patient access and clinic management.
• Serves, as the float to back to staff when needed with answering phones, scheduling appointments and/or surgery, supporting surgeons and ensuring patient correspondence is thorough and occurs in a timely manner.
• Assists patients, patient families, referring physicians and third party carriers to resolve patient related issues.
• Manages staff development and engagement activities.
• Conduct clinical administrative staff meetings, promote cross training and provide a forum for information exchange
• Provides office oversight, initiating work orders for repairs and environmental services. Coordinates training on new equipment, service and repair of all equipment. Coordinates the servicing of office equipment. Arranges complete and lead the agenda and minutes for monthly staff meetings.
• Attends departmental meetings, acting as a leader and advocate for the Administrative Team
• Plans and facilitates the monthly Support Staff Meeting/Huddles with team. Conduct monthly staff meetings and one on one meetings with staff.
• Attends trainings as needed to maintain or gain proficiency regarding new processes, technology, etc.
• Other duties and special projects as assigned.
• Working with multiple clinical areas (OR Scheduling Office, Access, JHCP, JHOC, Satellite offices, etc.) for standardization of clinical coordination.
• Assist with the recruitment and retention of clinical and administrative and clinical staff within the department.
• Reports to: SOM Department of Surgery Clinical Operations Manager
• Supervises: Medical Office Coordinators, Administrative Coordinators, and Program Coordinators. Includes hiring/firing, discipline and human resources issues.

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Supervisor 
Job Posting Title (Working Title): Administrative Supervisor   
Role/Level/Range: ATO 40/E/03/OF  
Starting Salary Range: Min $21.00 - Max $36.50 HRLY ($65,000 targeted; Commensurate with experience) 
Employee group: Full Time 
Schedule: M-F 8 - 5 
Exempt Status: Exempt 
Location: Hybrid: On-site 3-4 days a week 
Department name: 10003181-SOM Sur Thoracic Surgery 
Personnel area: School of Medicine