The Office Supervisor provides direction, supervision, and coordination of office flow and activities. Offers support in coordinating and maintaining files and data activities in an efficient manner. Assists leadership team with Departmental activities, education, distribution of communications, coordination of office activities and services, program development activities, time keeping activities, and creating and distributing reports.

Essential Duties:

• LEADERSHIP: Provides the daily monitoring of the day-to-day operations of the VHH Urology Clinic staff. Establishes clear job requirements for employees by overseeing the orientation of new scheduling, patient access representatives and support coordinators employees and maintaining current position descriptions and measurable performance standards and monthly meetings. Provides the hiring, training, counseling, assignment and evaluations of work to staff members with the Manager’s and Director’s approval.
• Oversees and participates in the coverage of department functions during times of illness, vacations, etc.
• Responsible for functioning as liaison between Administrative Team, Administrative Support Staff, Physicians, Department Directors, and Customers assisting in problem identification and resolution.
• POLICIES AND PROCEDURES: Ability to implement policies and procedures by effectively working with personnel.
• Ability to evaluate systems to determine whether or not current policies and procedures are functioning and makes recommendations to the director for changes.
• EQUIPMENT AND SYSTEMS: Acts as a Super User and trainer for the electronic health record. Participates and/or leads change management for implementation of changes to systems. Understands all principles of the electronic patient folder system and maintains/updates policies and procedures for all staff
• Assists in the processing department payroll/time cards timely
• Responsible for maintaining security of information: e.g. patient medical records, hospital financial information, salary, staff and legal information in a confidential nature
• PERFORMANCE IMPROVEMENT: Participates in continuously assessing and improving departmental performance. Ability to communicate changes to improve processes to the director as needed.
• COMMUNICATION: Ability to communicate effectively intra-departmentally and interdepartmentally. Provides timely follow-up with both written and verbal requests for information, including voice mail and email.
• Processes and tracks POs, employee time cards, invoices, and other financial documents.
• Acts as a liaison between Management Team, staff, and HR in maintaining and processing personnel forms.
• EDUCATION/CONTINUING EDUCATION Ability to assess educational needs of the staff and provides educational needs to Management to assist in development of education plans for the department. Ability to develop educational materials, inclusive of specific policies and procedures, for training end users.
• Facilitates physician onboarding process from forms submission to lab coat and business card orders to schedule creation and scheduling of EHR training and clinic orientation.
• Performs other duties as assigned.
• EDUCATION/CONTINUING EDUCATION Ability to assess educational needs of the staff and provides educational needs to Management to assist in development of education plans for the department. Ability to develop educational materials, inclusive of specific policies and procedures, for training end users.
• Facilitates physician onboarding process from forms submission to lab coat and business card orders to schedule creation and scheduling of EHR training and clinic orientation.
• Performs other duties as assigned.

Required Qualifications:

• Req High school or equivalent

• Req 1 year Administrative Operations experience in an outpatient setting.

• Req Knowledge of EHR, financial systems (Lawson, Kronos, MARS, Cerner, Olkview, etc..).
• Req Excellent skills in use of personal computer software programs including but not limited to MS Word, PowerPoint, and Excel.
• Req Demonstrates ability to work independently with minimal direction and supervision.
• Req Organization/time management skills.
• Req Committed to excellence in patient care and customer service.
• Req Demonstrates ability to utilize effective, appropriate and diplomatic oral and written communication skills.

Preferred Qualifications:

• Pref 2 years Administrative Operations experience in an outpatient setting.

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

The annual base salary range for this position is $68,640.00 - $112,370.00. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations. Current employees apply here