Operations Supervisor- Pediatrics Department

POSITION SUMMARY:

Operations Supervisor supervises, coordinates and monitors administrative and financial operations for the assigned department(s).  Directly supervises professional and clerical and is the administrative liaison for the assigned department(s).  Committed to provide the highest quality of service in an ambulatory or hospital-based setting.

Position: Operations Supervisor

Department: Pediatrics Department

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Ensures that the assigned department(s) runs smoothly, efficiently and professionally on a daily basis.

• Assists with new hire orientation, training, supervising, and assigning tasks to assigned staff.

• Manages work flow and monitors quality of work of the assigned group to ensure an efficient operational flow, timely completion of assignments and adherence to department’s standards and regulations.

• Coordinates and maintains the monthly schedule for the assigned department(s).

• Tracks and collects employees’ hours; reviews employee hours against the scheduled time to work, tracks leaves and vacation/sick time for the Department. 

• Submits weekly timesheets to the manager/director, and in the absence of manager/director, submits timesheets to Payroll Department.

• Monitors performance of unit coordinators and compliance with departmental procedures and completes annual performance appraisals.

• Serves as first point of contact for benefit and payroll questions for all department employees. Works with managers and staff to resolve employee relations issues, drawing on appropriate BMC resources.

• Schedules meetings, coordinates audio-visual and technology requirements, orders catering services, etc., as needed.

• Analyzes, categorizes and prioritizes correspondence; responds to communications on behalf of the Manager; acts with a high level of independence in determining appropriate course of action.

• Collaborates with the department’s educators in creating an orientation schedule for all new staff.

• Schedules all mandatory trainings for staff. 

• Maintains and supervises the maintenance of departmental files, manuals and records.

• Provides backup support for other administrative staff during breaks and time out of the office.

• Assists with project management and follow-through.

• Participates in quality improvement teams as required.

• Deals discreetly with confidential information concerning professional and patient issues including correspondence, test results, billing data, etc.

• Creates reports, spreadsheets, presentations and other correspondence requested.

• Plans, organizes and coordinates departmental receptions, meetings or functions, obtaining assistance as necessary.

• Handles telephone calls for the department and uses a professional and courteous speaking manner while on the phone.

• Works with unit coordinators to monitor inventory of office supplies and equipment. 

• Purchases as needed and stays within established budget.

• Keeps office equipment in working order and contacts vendors or IT, as necessary, for repairs or replacements.

• Maintains open communication lines with other departments.

• Acts as liaison with internal and external customers.

• Provides recommendations to administrative office systems in order to improve office productivity and cost effectiveness.

• Meets hospital-wide standards in the following areas:

• Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care is provided;

• Utilizes hospital’s cultural beliefs as the basis for decision making and to support the hospital’s mission and goals.

• Follows established hospital infection control and safety procedures.

• Performs other related duties as needed.

Must adhere to all of BMC’s RESPECT behavioral standards.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job.  The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

EDUCATION:

• Bachelor’s degree or equivalent combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

• None.

EXPERIENCE:

• At least three years minimum experience in a similar office setting. 

• Previous supervisory experience strongly preferred.

KNOWLEDGE AND SKILLS:

• Requires strong organizational, interpersonal and communication skills.

• Leadership ability to guide, direct, and mentor staff.

• Must effectively communicate in a highly professional manner.

• Requires strong computer proficiency with Microsoft Office applications—Word, Access, Excel, PowerPoint; E-mail. Web/Internet.  Ability and willingness to become proficient and other applications including Kronos and Workday.

• Flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as with outside clients and vendors.

Equal Opportunity Employer/Disabled/Veterans

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