Operations Supervisor- Surgical Oncology, Belkin Breast Health Center and Colon and Rectal Surgery

POSITION SUMMARY:

Operations Supervisor supervises, coordinates and monitors administrative and financial operations for Surgical Oncology, Belkin Breast Health Center and Colon and Rectal Surgery.  Directly supervises ASRs and MAs and is the administrative liaison for the assigned departments. Committed to provide the highest quality of service in an ambulatory or hospital based setting.

Position: Operations Supervisor- Surgical Oncology

Department: Belkin Breast Health Center and Colon and Rectal Surgery       

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

1. Ensures that the assigned departments run smoothly, efficiently and professionally, daily.

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

3. Manages workflow 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.

4. 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 payroll in Kronos.

5. Monitors performance of assigned staff with departmental procedures and completes annual performance appraisals.

6. Scrubs clinic schedules to check scheduling accuracy; assists with filling empty slots to ensure slot utilization goals are met

7. Works with Operations Manager and staff to resolve employee relations issues, drawing on appropriate BMC resources.

8. Schedules and leads monthly staff meetings

9. Analyzes, categorizes and prioritizes correspondence; acts with a high level of independence in determining appropriate course of action.

10. Collaborates with Operations Manager in creating an orientation schedule for all new staff. Schedules all mandatory trainings for staff.

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

12. Provides backup for other administrative staff during breaks and time out of the office, if needed.

13. Assists with project management and follow-through.

14. Collaborates with Operations Manager to meet operational targets established by Department of Surgery and Ambulatory Leadership.

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

16. Handles Call Center patient escalation requests as well as patient service recovery. Escalates to Operations Manager when appropriate

17. Works with staff 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.

18. Maintains open communication lines with Operations Manager, surgeons, APPs, staff and with other departments. Acts as liaison with internal and external customers.

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

20. 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.

21. 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 DESCRIPTION CHARACTERISTICS

EDUCATION: Required

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 healthcare office setting. Previous supervisory experience strongly preferred.

Surgery scheduling experience preferred but not required.

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 EPIC, Kronos, Tableau and Workday.
• Flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, as well as with outside clients and vendors.

Monday-Friday

Equal Opportunity Employer/Disabled/Veterans