Job Description

General Summary

Under general direction ensures the efficient operation of the department and supervises administrative support staff. Responsible for procedural operating decisions based on independent judgement and knowledge of applicable departmental policies and procedures. Directly supervises two or more administrative staff.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. Interviews, hires, trains/orients, supervises work performance, assigns work and work schedules. Establishes clear and concise expectations, organizes assignments, reviews work, assesses performance, administers competencies and provides constructive feedback. Counsels and disciplines staff and recommends personnel actions in accordance with UMMC HR and departmental polices and procedures. Completes annual staff performance evaluations in a timely manner. Demonstrates and promotes positive employee relations; supports staff education and development.
2. Maintains, oversees and evaluates the efficient organization and operation of the department, staff and their related duties to ensure compliance with division and procedures and policies.
3. Compiles, analyzes and/or verifies complex financial and/or statistical data and reports as requested; investigates and resolves issues. Projects and prepares budget recommendations, identifies and resolves anomalies. Works with management team on capacity/space planning and business development issues.
4. Coordinates financial function for department unit; bookkeeping, accounts payable, billing and/or office expenditures. Processes payroll forms, and personnel actions as required.
5. Drafts and revises office procedure manuals in accordance with UMMC policies and procedures.
6. Liaises with internal and external staff to ensure needs of clients are being met. Actively participates in process improvement and change management efforts within the department.
7. Intervenes in guest relations as needed. Determines urgency of situation and calms parents/patients/employees as necessary. Decides emergency need to interrupt, contact physicians, administrator or clinicians; prioritizes patient/customer problems/issues.
8. Monitors adherence to policies regarding patient privacy and confidentiality.
9. Ensures efficient use of paper and electronic filing systems, and that files are updated and accurate. Orders and maintains office and/or clinical supplies and equipment. Assists in the care and maintenance of department office equipment.
10. Participates in special projects and events: acts as point-person for follow-up on meetings, projects and initiatives. Conducts administrative staff meetings.
11. Carries out other administrative tasks as required; organize departmental orientation, annual certifications events and evaluates outcomes, assists with coordination of office moves.

Qualifications

Education and Experience

1. High School Diploma or equivalent (GED) required. Bachelor’s degree in business or health care administration or equivalent preferred.
2. Five years progressively responsible administrative experience in a business, professional, healthcare or equivalent environment is required.

Knowledge, Skills and Abilities

1. Demonstrated ability in office management including supervision and training employees.
2. Highly effective verbal, written and interpersonal skills. Thorough medical/legal knowledge regarding medical records, billing referrals and front desk etiquette, is required. Proficient bookkeeping skills required.
3. PC literate with advanced proficiency in Microsoft Office suites and Internet.
4. Excellent organization skills, ability to prioritize own work and that of others.
5. Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.

Working Conditions

1. Weekend, shift work, on-call, holiday and overtime may be required.
2. Work is primarily performed in a high-volume office setting. Limited exposure to infectious diseases. May involve occasional stooping and bending to retrieve files and documents.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Compensation:

Pay Range: $20.47-$28.64

Other Compensation (if applicable):

Review the 2024-2025 UMMS Benefits Guide

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