Ambulatory Svs Admin Mgr

Reporting to the Program Leader for Adult Ambulatory Services and working closely Ambulatory leadership for adult, geriatric, and child/adolescent ambulatory services, the Administrative Manager will provide support and guidance to ambulatory services clinical and administrative staff in a variety of analytical, administrative, and operational duties, assignments, and projects. This position oversees the program's administrative support staff and serves as an intermediary between administrative staff members, clinicians, and faculty.

Selected on-site presence, hybrid schedule to meet with and be available to administrative staff and clinicinas. The on-site work expectation, for the Administrative Manager, may change and falls under the decision authority of the Program Leader for Adult Ambulatory Services.

Program Management

* Works collaboratively with staff members to accomplish program goals and objectives.

* Serves as a critical member of the program to oversee and monitor administrative aspects of provider schedules and activity at clinic sites which could include creating new processes or updating existing ones.

* Under the guidance of the Program Leader, monitors the ongoing management of the department's clinical services, discuss and resolve administrative issues that arise, and directs the planning of improvement in existing clinical services.

* Generates and monitors monthly, quarterly, and ad hoc reports, to capture a variety of data to assist with the management and oversight of the department; monitoring and working various Workqueues in Epic.

* Responsible for helping onboarding new Administrative and clinical staff in the division; Requesting Epic access, setting up Epic training, requesting keys, Device and hardware requests.

* Serves as the primary contact for the management of the daily program operations.

* Attends various meetings on behalf of the program and relays necessary information and updates to administrative and clinical staff.

* Manages HealthStream and flu vaccination requirements and regularly updates concerns to the Program Leader.

* Oversees preparation of all administrative changes through PeopleSoft system as well as timekeeping using UKG Dimensions.

* Serves as a superuser for systems used by the program including but not limited to: PeopleSoft (and Workday when implemented), UKG Dimensions, Teams, and Epic. Authorized keygiver for Partners/MGB computer systems access for faculty, clinicians, and administrative staff; manages the program specific emails and users.

* Manage projects as needed for the program

Personnel Management

* Oversees the day-to-day performance of administrative support staff to ensure optimum efficiency and excellent customer service.

* Serves as the primary resource for administrative support staff and conducts staff meetings to keep employees informed.

* Builds and maintains ongoing working relationships with administrative support staff, as well as clinicians and staff, to facilitate positive staff morale and support provider productivity.

* Maintains full knowledge of all key components of administrative staff functions including use of EPIC and other processes needed to oversee administrative support staff work.

* Manages payroll and reviews time off requests and monitors attendance.

* Assigns and prioritizes administrative support staff's workloads, cross-coverage, etc. to ensure that appropriate staffing and phone coverage needs are met.

* Responsible for the hiring, training, support, and, if necessary, corrective action of administrative support staff.

* Assesses employee performance, completing timely employee evaluations and providing counseling and guidance regarding performance, attendance, etc.

* Arbitrates conflicts that emerge between administrative support staff and clinical providers and/or other staff members.

Administrative Duties:

* Attends director meetings and takes minutes to send to all clinic directors.

* Follows HIPAA guidelines for the management of patient privacy and confidentiality.

* Triages and manages phone calls, messages, and emails, prioritizing excellence in customer service.

* Maintains flexibility regarding workload and the needs of the program.

* Provides cross coverage as needed.

* Acts as a super user for scheduling, Teams, and other systems. Provides training and assistance to existing and new administrative support staff.

* Performs other duties as assigned or requested.

* Bachelor's degree required.

* Master's degree preferred

* Minimum of three years in a progressively responsible role in hospital administration or healthcare management.

* Supervisory experience preferred.

McLean is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.