Office Manager - Hospital Medicine

The primary purpose of the Office Manager position is to organize and coordinate the daily operations of the office. Manage the activities of administrative staff and serve as the human resource expert for the department of Hospital Medicine. This position impacts the productivity and efficiency of an academic, clinical, and research department. The position will be the department liaison for Human Resources, Faculty Academic Affairs, Trainee & Alumni Affairs, Medical Staff Office, among others.

Ideal candidate will have strong Excel skills, ability to initiate projects, detailed oriented and ability to lead. This position is hybrid and will rotate weekly with the program manager and admin director. Every three weeks the office manager will be expected to be onsite during their entire shift, excluding Fridays.

JOB SPECIFIC COMPETENCIES

HUMAN RESOURCES OPERATIONS (25%) 

Responsible for human resources activities including, but not limited to:

a. Work with the Department Administrator, hiring managers and Human Resources to obtain position approval, post positions, and source applications for departmental classified and educational appointment.

b. Manages various other tasks associated with the on-boarding process including, but not limited to oversight with the maintenance of the departmental organizational chart, creating ePAF requests, and updating the departmental positions tracking spreadsheet.

c. Works with leadership to coordinate all classified personnel issues and actions, policy and procedure issues.

d. Manage all faculty, classified, and HM trainee HR files in compliance with JCAHO, CMMS, institution, division and departmental regulations.

e. Manage weekly Kronos reporting and Wed Schedule time off request processing including, generating timekeeping reports as requested, entering and maintaining work schedules in the Kronos system, and providing direct oversight with timekeeping inquiries.

DEPARTMENT ADMINISTRATIVE/BUSINESS OPERATIONS (30%)

a. Act as the liaison between the department and HR, DoIM Shared Services, Visa and Immigration Services Administration, Medical Staff Office and Faculty Academic Affairs regarding essential, time sensitive information/documentation.

b. Manages the onboarding and orientation of faculty.

c. Direct oversight of faculty/mid-level providers credentialing/re-credentialing process and provider billing initiatives as assigned.

d. Oversight of all hospital medicine supply chain management including supplies, ordering and stocking are in departmental compliance.

e. Manage the monitoring of mandatory institutional compliance training including but not limited to: EEE (Employment Education Event), ELPT (Employment Law and Practices Training), Mandatory Influenza Prevention Participation Program, Cultural Competence Training and others.

f.  Institutional operations website.

g. Oversee various departmental projects and activities in clinical and research initiatives.

h. Responsible for providing support and guidance to other departmental staff, as needed.

i. Responsible for the development and updates of departmental processes and manuals. 

j. Attend various institutional meetings to assist in the development of new and improved procedures for the department.

PERSONNEL MANAGEMENT (30%)

a. Direct supervision of departmental administrative support staff.

b. With the oversight of the Administrative Director, manages the interview, select, orient and train new administrative support staff.  

c. Manage administrative support staff workflow by monitoring workloads and redistributing assignments to meet deadlines to best provide efficient utilization of administrative support staff. Is proactive in anticipating changes in priority and arranging coverage during personnel shortages and increased demands for support.

d. Responsible for the resolution of day-to-day problems that impede operational flow and work with individuals and teams to resolve and remove barriers.

e. Responsible for when appropriate, providing documentation of actions taken and w/counseling/discussions conducted regarding administrative support staff attendance, behavior, or job performance. 

f. Manages performance evaluations of support staff on an annual basis.

g. Manages the coordination of incentive and reward programs for departmental classified staff and faculty as approved by the division and institution.

h. Responsible for processing confidential paperwork pertaining to employee salary, promotions, transfers, etc..

i. Manage the development and implementation of procedures for the administrative support area.

PLANNING/DEVELOPMENT (10%)   

a. Oversees submission/requests of equipment for new positions, and work with DoIM, Information Services and HM departmental property controller for computer(s) refreshing as needed.

b. Manage HM departmental property controller(s) with institutional annual asset management inventory in accordance with the institutional guidelines.

c. Manages the aesthetics of the department administrative area.

d. Manage ProCard orders for HM in accordance with institutional policies and procedures, if assigned. Reconciles monthly statements.

Other Duties as Assigned (5%)