Home

Administrative Supervisor II - Clinical Practice Services

Medical College of Wisconsin

 
Position Title: Administrative Supervisor II
Department: Clinical Practice Services
Division: Billing & Collections
Location: Research Park Center
Workweek: Full time role with expectations for coverage during core business hours and flexibility required as necessary to accommodate business needs.
 
SUPERVISORY RELATIONSHIPS
Reports to: Executive Director, Clinical Practice Services
Directly Supervises: Administrative Associate and Administrative Assistant III
 
POSITION PURPOSE
Prioritize the agenda of the Executive Director to achieve efficient operation of the department, ensuring that it runs smoothly by workingcollaboratively with others. Anticipate the needs of the Executive Director; provide a wide range of administrative support and project coordination while using independent judgment and critical thinking skills. Supervise staff and day-to-day operations, including delegation of work and performance evaluations.
 
ESSENTIAL BEHAVIORS
BuildTrust: Operate with transparency, no hidden agenda; place confidence in colleagues, give proper credit to others. Follow through on agreed upon actions.
 
Treat sensitive or confidential information appropriately. Keep emotions under control. Exhibit ethical and moral behavior in everyday business conduct.
 
Foster Communication: Demonstrate ability to carefully listen to others at all levels of the organization. Seek and listen to feedback and be approachable. Express thoughts and ideas effectively. Display and promote cross cultural sensitivity.
 
Display Stewardship: Understand business implications of decisions. Conserve organization resources. Look for ways to improve and promote quality. Take personal responsibility. Use resources in an efficient and cost-effective manner.
 
ESSENTIAL DUTIES
In order of importance
  1. Manage the day-to-day operations of the office. Provide administrative support and leadership to enhance the efficient operation of the department.
  2. Make recommendations to improve processes, increase efficiency, and eliminate non-value-added activities.
  3. Manage administrative staff directly supporting the Executive Director. Provide supervision, performance reviews and ongoing feedback. Ensure all delegated items are completed.
  4. Communicate freely with Executive Director inresponse to constantly changing priorities.
  5. Align activities of key CPS leaders to the Executive Director’s goals by facilitating access and synchronizing operational activities.
  6. Gather, analyze and evaluate information, reports and other data requested by Executive Director and other members of the CPS management team. Understand the business reasons underlying data requests, coordinate receipt of data, and be able to reformat the data as needed for meetings and presentations.
  7. Create, update and distribute reports, presentations, and spreadsheets. Compose and initiate routine and non-routine correspondence and other documents
  8. Coordinate meetings, including setting agendas, gathering and vetting advance materials, and insuring that participants have the information they need to make decisions and move projects forward. Attend meetings as needed, prepare and distribute minutes.
  9. Maintain Executive Director’s files. Provide backup to Administrative Associate for scheduling and calendaring.
  10. Edit and produce monthly employee e-newsletter, including managing staff of volunteer contributors.
  11. Perform various confidential administrative duties, including participating in budget preparation and personnel actions.
  12. Backup Administrative Associate and Administrative Assistant as needed with Oracle, TimeLink, and other administrative applications.
  13. Manage special projects as assigned and collaborate as needed with others.
OTHER DUTIES
Perform other duties as assigned.
 
MINIMUM POSITION QUALIFICATIONS
Appropriate education and/or experience may be substituted on equivalent basis
 
Education: Associate’s Degree in Finance, Management, or Health Care Administration. Bachelor’s Degree preferred.
 
Experience: A minimum of 5 years’ experience in office management. Work experience in a higher education and/or health care environment preferred. Must have expert knowledge of MS Word, Power Point and working knowledge of Excel.
Certifications/Licenses: None
 
KNOWLEDGE, SKILLS, & ABILITIES
 
Exceptionally strong writing skills,demonstrating articulate and grammatically correct writing.
Sets and achieves ambitious results in theface of challenges and setbacks.
Shows common sense, sound and data driven decision making behavior.
Abilty to use strong, mature thought and decision-making processes in dealing with complex, sensitive and/or confidential information and situations.
Demonstrate an upbeat, energetic and professional demeanor.
Demonstrates strong organizational skills.
Demonstrates ability to acquire understanding and absorb new information rapidly
Demonstrates a low tolerance for mediocrity and exhibits a high sense of responsibility.
Self-starter with minimal need for intervention or supervision.
Ability to clarify directions when needed.
Ability to prioritize and stay focused on assigned priorities.
Ability to listen critically.
Ability to maintain confidentiality.
Strong interpersonal communication andskills.
Strong work ethic and dependable attendance.
 
BACKGROUND CHECKS- Employment in this position is contingent upon successfully passing
Check all that apply:
 
background and criminal history check,
background, criminal history and caregiver misconduct check in accordance with the Wisconsin Caregiver Background Check Law,
physical examination, or
driving record check
other: ____________________
 
PHYSICAL DEMANDS
Manual Dexterity: Work requires regular speed and accuracy for most of the working day.
Physical Effort: Work requires handling average weight materials or equipment, but not for sustained periods.
Working Conditions: Typical working conditions found in most administrative workareas.
Hazards: Negligible. Little or no exposure to hazards.
_____________________________________________________________________________
The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements. Scheduling flexibility is required to accommodate changing business needs.


See full job details and apply at employer site