Supervisor, Ambulatory Admin Services

Interested in a career with both meaning and growth? Whether your abilities are in direct patient care or one of the many other areas of healthcare administration and support, everyone at Parkland works together to fulfill our mission: the health and well-being of individuals and communities entrusted to our care. By joining Parkland, you become part of a diverse healthcare legacy that’s served our community for more than 125 years. Put your skills to work with us, seek opportunities to learn and join a talented team where patient care is more than a job. It’s our passion.

Primary Purpose: Provides supervisory oversight for administrative and executive assistants supporting senior level leaders within the Ambulatory Clinics Division, ensuring effective day-to-day operations and workload balance. Develop and implement policies and standard operating procedures for administrative staff.

 Minimum Specifications

 Education:

• High school diploma or GED equivalency required.

Experience:

• Six (6) years of administrative support experience required.

 Equivalent Education and/or Experience:

 Certification/Registration/Licensure:

 Required Tests for Placement:

 Skills or Special Abilities:

•  Excellent verbal and written communication skills including the ability to communicate effectively and professionally across disciplines. Ability to communicate complex information in understandable terms.
• Strong interpersonal and conflict resolution skills with the ability to establish and maintain effective working relationships across and beyond the organization. 
• Excellent analytical and problem-solving skills. 
• Strong time management, attention to detail, and organizational skills with the ability to manage multiple demands and respond to rapidly changing priorities. 
• Ability to write clearly and succinctly with a high level of attention to detail. 
• Proficient computer and Microsoft Office skills, which include designing and editing graphic presentations or materials. Ability to learn new software programs. 
• Knowledge of regulatory requirements and standards applicable to the healthcare environment.

 Responsibilities:

- Administrative Support Services Oversight

•  Manages the administrative office to include providing a wide range of solutions and support for the needs of the division while maintaining confidential business matters and ensuring efficient and effective operations of the office.
• Assigns, monitors, and prioritizes administrative tasks to support leaders.
• Handles all daily administrative inquiries, paperwork, and issues on an independent basis to ensure assigned executives time is utilized more efficiently and effectively. Organizes and maintains office files and records and follows up on pending matters to provide timely and accurate information as needed.
• Provides calendar management for assigned executive. Schedules complex meetings, retreats and conferences with internal/external customers and Parkland staff as needed.
• Coordinates the replenishment of office materials such as printer supplies, paper, office supplies, etc. with the administrative staff.
• Maintains a positive working relationship with stakeholders, internal and external callers and co- workers to complete work efficiently.
• Demonstrates and promotes a welcoming environment and hospitality towards all guests.
• Identifies and analyzes work processes and workflows for improvement opportunities recommending appropriate changes to improve effectiveness, productivity, and efficiency that support the overall goals for the department.

- Regulatory

• Ensures work is carried out in compliance with regulatory and/or accreditation standards as well as contractual requirements.

- Talent Management

• Recruit and retain talent with a variety of backgrounds, skills, experiences, and viewpoints that reflect the communities we serve. 
• Promote and support a culturally welcoming, inclusive, collaborative, and highly engaged work environment where everyone feels empowered to bring their full, authentic selves to work.
• Accountable for orientation, ongoing education and training, and competency verification for all employees.
• Annual performance appraisals are completed timely. 
• Conduct regular meetings, inform team of changes in policy or procedure, and provide information regarding overall direction of the organization.
• Mentor, coach, and support direct reports with building teamwork, professional development, and education to achieve optimal performance and develop talent. 
• Mandatory requirements are completed timely by employees.
• Required licensure, certification, and/or registry are current and in good standing for all employees. 
• Ensures employee performance is monitored and managed. Consults with the Office of Talent Management regarding employee performance concerns and disciplinary action.

 - Professional Accountability

• Promotes and supports a culturally welcoming and inclusive work environment.
•  Acts with the highest integrity and ethical standards while adhering to Parkland's Mission, Vision, and Values.
•  Adheres to organizational and department policies, procedures, and guidelines.
•  Completes assigned training, self-appraisal, and annual health requirements timely. Attends required meetings and town halls.
• Recognizes and communicates ethical and legal concerns through the established channels of communication.
• Demonstrates accountability and responsibility by independently completing work, including projects and assignments on time, and providing timely responses to requests for information.
•  Maintains confidentiality at all times.
• Performs other work as requested that is reasonably related to the employee¿s position, qualifications, and competencies.

Parkland Health and Hospital System prohibits discrimination based on age (40 or over), race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, genetic information, disability, national origin, marital status, political belief, or veteran status. As part of our commitment to our patients and employees’ wellness, Parkland Health is a tobacco and smoke-free campus.