Administrative Services Supervisor

SUMMARY: Under the direction of management, the Administrative Services Supervisor is a working supervisor responsible for providing leadership and oversight to the patient services team while supporting the administrative and operational functions of the clinic. The individual ensures superior customer service, maximizes patient flow efficiency, and maintains compliance with all relevant regulations. This role requires exceptional leadership, communication, and organizational skills.

We are seeking a dedicated and detail-oriented Administrative Services Supervisor to support our team in various administrative and operational tasks. The ideal candidate will possess strong organizational skills, the ability to manage multiple projects simultaneously, and provide leadership and support to the patient services team. This role is essential for ensuring smooth daily operations and providing executive administrative support, making it a perfect fit for someone who thrives in a dynamic environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty correctly and in a timely fashion. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

· Administrative Support

• Provide executive administrative support to management, including scheduling meetings and managing calendars.
• Transcribe meeting notes and prepare documentation for internal and external communication.
• Prioritizes, composes, and disseminates written and oral information.

· Operational Support

• Assist with project management and workflow implementation.
• Contribute to process improvements.
• Maintain confidential files and records for the assigned area of responsibility.
• Purchases and initiates payments for office supplies, equipment, and services.
• Resolve routine operational issues.
• Provides credentialing support to providers.

· Human Resources

• Assist in benefits enrollment and invoice verification.
• Orient and onboard new employees.
• Maintains excellent communications and relationships with all internal and external business partners.
• Experience in providing executive administrative support with a focus on organization and efficiency.

· Leadership and Supervision

• Lead, train, and provide daily work direction to the patient services team. Oversee all front-desk operations, including patient check-in and check-out, ensuring a welcoming environment.
• Assist with staff development, monitor performance, and provide input to leadership on employee concerns and performance.
• Create and manage daily staff work schedules to ensure maximum efficiency and proper coverage including monitoring employee hours, time off, overtime, and mileage.
• Serve has a first point of contact for staff and act as an escalation point to resolve complex patient or operational issues.
• Onboard and provide ongoing training to new and existing PSRs to ensure adherence to policies and procedures.
• Performs other duties as assigned.

OTHER RESPONSIBILITIES:

• Abide by Urology Associates Code of Conduct.
• Maintain strict confidentiality regarding patients and private employee matters.
• Maintain reliable attendance in accordance with Urology Associates attendance policy.
• Must be able to work as a team, rely on others for support, and provide support to ensure efficient and safe patient care.
• Complete all annual and new competencies in a timely fashion.
• Know and follow existing chain of command within office/clinic.
• Conduct oneself in a caring and sensitive manner which promotes positive relations with patients, visitors, and co-workers.
• Demonstrate leadership, precise communication skills, problem solving, and conflict/resolution amongst co-workers.
• Maintain high standards of professional conduct by proper treatment of employees and dedication to company goals.
• Travel to other locations (other than “home” clinic) to meet the needs of the other clinic, patients, and physician/APP.

JOB REQUIREMENTS (Knowledge, Skills and Abilities):

• Experience in medical terminology and third-party payer systems (preferred).
• Customer service oriented.
• Display teamwork attitude and good interpersonal skills.
• Have a pleasant disposition and high tolerance level.
• Strong analytical and problem-solving skills with a continuous improvement mindset.
• Have multi-tasking capabilities with strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficient in using various office equipment such as copiers, scanners, faxes, and phones.
• Proficient at learning and utilizing various computer software, including Microsoft Office applications.
• Ability to work effectively with staff, physicians and external customers with limited supervision.
• Ability to follow direction and/or company policy as directed by management.
• Possess knowledge of state and federal regulations per job requirements.
• Ability to read, write, and speak English.
• Ability to work independently while proactively seeking solutions to enhance processes and workflows.
• Required to use/have knowledge of use of emergency equipment, elevator, telephone, common office equipment, wheelchairs, exam tables, and other necessary equipment.

EDUCATION/TRAINING/EXPERIENCE:

• High School graduate or equivalent.
• Associate’s degree in business administration, healthcare, or a related field (preferred).
• Minimum of 3 years of administrative support experience, preferably in a medical or healthcare setting.
• Understanding of CPT, ICD-10, and HCPCS codes (preferred).
• Experience with troubleshooting basic IT-related problems.

PHYSICAL REQUIREMENTS:

• Required to sit, stand, walk, bend, crouch, and stretch.
• Must possess sufficient eye-hand coordination/manual dexterity to operate a keyboard, photocopier, telephone, calculator and other office equipment
• Required normal range of hearing and eyesight to record, prepare, and communicate appropriate reports and evaluations.
• Requires lifting papers and boxes up to 20 pounds occasionally.

WORKING CONDITIONS (environment and safety):

• Work performed in office environment.
• Involves frequent contact with professional staff and patients.
• Interaction with others is frequent.

Job Type: Full-time

Pay: $22.50 - $27.50 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $23 - $28