What are the responsibilities and job description for the ADMIN SUPERVISOR position at UAB Health System?
GENERAL RESPONSIBILITIES: Responsible for overseeing the collaborative efforts and smooth operations within the Hematology & Oncology Division. This includes, but is not limited to determining staffing needs and creating job descriptions for support staff; direct supervision of support staff, including hiring, training, motivation, counseling and occasionally termination; functioning as a liaison between COA Clinical Operations and Pediatric Administration. Provide support to the providers as it relates to clinical activities or services to the patients and their families.
KEY JOB RESPONSIBILITIES:
Management of Division of Pediatric Hematology & Oncology 40%
a) Develop and maintain high standards for office operations.
b) Coordination of activities between physicians, nurses, clinical staff and clerical staff to ensure smooth operation of our division and quality patient care.
c) Monitor and maintain divisional calendar; planning and facilitating all functions within the division.
d) Evaluation and maintenance of office space to ensure the most efficient use of our space and resources; Strategic planning for personnel placement and workflow.
e) Evaluation of pending projects to determine staffing needs and effort.
f) Liaison between our division and all other areas of UAB, HSF and Children's Hospital.
g) Attends meetings, training and conferences to support growth and high standards of operation.
h) Assist with the schedule/reschedule of patient appointments, appointment letters, no show letters, patient referrals; scanning documents to EMR.
i) Oversee the open encounter report.
j) Assist the CTO Office with administrative needs in the absence of their admin support.
k) Coordinate website updates for division with UAB & COA Communications
Management of Administrative Support Staff 40%
a) Determine staffing needs and establish protocols and job descriptions.
b) Writing, implementing and monitoring policies and procedures for admin staff.
c) Interview and hire employees.
d) Personnel training and monitoring to determine strengths and areas needing additional guidance.
e) Continued motivation and encouragement to facilitate good attitudes and comfort levels.
f) Assignment of tasks for support staff and assistance in prioritizing duties.
g) Monitor work environment to ensure favorable working conditions.
h) Performs monthly staff meetings to maintain open communication and facilitate teamwork.
i) Provides access to continuing education in departmental software programs and auxiliary programs to aid in day-to-day efficiency.
j) Completes assessments of Administration staff workloads to determine redistribution of office tasks.
k) Provides backup for support staff during peak work loads and staff absences.
Coordination of administration, clinical, and fiscal operations 15%
a) Promotes open communication between clerical and clinical staff.
b) Serves as liaison between Access Center employees, nurses, physicians and clinic employees to ensure optimal patient care and efficiency of clinic operations.
c) Assists in development and implementation of clinic protocol and policy.
d) Generally available to do whatever it takes to promote unity, efficiency and quality within Division.
e) Assist with financial information and provide reports as requested.
f) Process HSF/Lawson and Oracle accounts payable and reimbursements.
g) Serve as a card holder for the Division P-Card and preform reconciliations.
h) Work with DOP Finance to ensure all division payments are completed.
Other Duties as assigned 5%
a) All other duties as assigned by the DOP Director, Clinical Operations or Division Director.
Salary Range: $45,395 - $73,770
Bachelor's degree in a related field and one (1) year of related experience required. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. Minimum hiring rate must meet the most current FLSA guidelines for salary level and basis to remain exempt.
Salary : $45,395 - $73,770
