Job Description

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.

This position organizes, coordinates or provides oversight for various projects and functional areas in the ambulatory environment including physician support, assisting in oversight of multiple practice site operations and special projects management. This includes centralized processes such as Rx refill service, transcription support. Serves as liaison to HIM and lead EHR on-site coordinator. Facilitates physician onboarding process. Provides support for expenditure tracking.

Essential Duties:

• LEADERSHIP Provides the daily monitoring of the day-to-day operations of the Internal Medicine administrative staff. Establishes clear job requirements for employees by overseeing the orientation of new 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 Director’s approval. Oversees and participates in the coverage of department functions during times of illness, vacations, etc.
• POLICIES AND PROCEDURES: Implements policies and procedures by effectively working with personnel.
• 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 Utilizes Emdat system effectively (processing dictation/transcription). Assists in the processing department payroll/timecards timely Ensures timely and accurate Rx refill request data entry.
• PERFORMANCE IMPROVEMENT Participates in continuously assessing and improving departmental performance. Ability to communicate changes to improve processes to the director as needed.
• COMMUNICATION Communicates 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 timecards, invoices, and other financial documents.
• EDUCATION/CONTINUING EDUCATION Assesses educational needs of the staff and provides educational needs to the Director to assist in development of education plans for the department. Develops 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 by Director or designee.

Required Qualifications:

• Req High school or equivalent.
• Req 1 - 2 years Administrative operations experience in an outpatient setting.
• Req Knowledge of EHR, financial systems (Lawson, Kronos, Kuali, etc.).
• 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.

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.

Job Tags

Work experience placement, Work at office, Local area,

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