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The Supervisor, Office Services works under the general direction of the department manager and/or leadership in assigned department/service line and is accountable for supervising the clerical/administrative staff and day-to-day office operations. The position sets work schedules, approves time off and ensures coverage so that the service line's responsibilities to its employees, physicians, the research community and/or patients are met. The position interviews and recommends hires, conducts or oversees orientation, training and compliance; conducts performance appraisals and recommends merit increases; coaches, counsels and initiates corrective action as required. Acts as a resource to staff, resolves personnel and payroll and administrative operational issues; administers human resources and payroll functions for the department; seeks guidance as necessary from Human Resources, Payroll, and service line leadership. Collaborates with physicians and clinical staff to ensure procedures and processes promote operational efficiency and patient satisfaction.

Primary Duties and Responsibilities:

• Supervises clerical and administrative support staff. Interviews and recommends the hire of new staff. Trains staff and conducts in-services, evaluates performance, recommends merit increases, counsels and effectively administers constructive corrective discipline and recommends termination when appropriate. Maintains accurate and complete documentation in employee’s personnel file.
• Effectively supervises area of responsibility and oversees administrative activities and processes. Assigns and reviews work to ensure quality, regulatory and fiscal compliance with appropriate regulations and department policies and procedures. Acts as a resource to support staff and is visible and available to assist staff and resolve problems.
• Establishes and monitors work schedules. Approves time off and ensure coverage during breaks, lunches and absences. Effectively monitors work flow and work volume and re-allocate to meet regular and special scheduling requirements. Ensures quality, productivity and service levels are met. Re-assigns staff during peak volumes.
• Administers and coordinates human resources and payroll functions for the department. Intervenes and resolves personnel and payroll issues, interfacing with Human Resources and Payroll as necessary. May manage the SDAN system for the department.
• Continually assess office operations and processes. Looks for and collaborates with clinical and/or research staff on process improvement opportunities and reviews and revises administrative procedures to ensure efficient, compliant, and effective service delivery.
• Interprets and enforces organizational policies and government and agency regulations pertaining to area of responsibility. Ensures staff training and compliance requirements have been met and staff knows and observes regulatory requirements.
• Holds regular staff meetings, communicate information, new policies, practices and procedures, follows up on questions or concerns raised at staff meetings.
• Communicates effectively and engages in positive inter/intra departmental interaction with peers, physicians, researchers, staff and/or patients.
• Actively participates in meetings and committees. May participate in provider and patient satisfaction, review QI indicators and respond and resolve patient and/or researcher complaints. May participate in monitoring and controlling operating expenses and budgets within assigned area of responsibility and other areas within the Department as needed. May participate in, and support special projects.

Department-Specific Responsibilities:

• Looks for and collaborates with clinical and husbandry staff on process improvement opportunities.
• Acts as primary liaison for animal vendors.
• Oversees and performs day-to-day administrative operations, as needed, such as animal orders, reserve card processing, payment processing of vendor invoices.
• Oversees and processes all rodent export cases and sentinel outsourcing, including coordination with Comparative Medicine staff/receiving facility, shipping and courier arrangement and relocation.
• Oversees the Santa Barbara Wildlife Resources collaboration.
• Organizes and maintains departmental SOPs and procedures/policies. Acts as lead coordinator and trainer of the Huron Animal Operations System (AOPS).
• Responsible for departmental website management and design.
• Primary liaison for the student outreach program and community outreach.

Education:

• High School Diploma/GED is required. Bachelor's Degree in Business Administration or a related field is preferred.

Experience and Skills:

• Two (2) years of progressively responsible administrative experience is required.
• Two (2) years of lead or supervisory experience is preferred.
• Knowledge of accounting and budgeting, hospital billing and collections practices and patient scheduling.
• Ability to interpret and apply knowledge of State, Federal and Agency standards to comply with regulations.
• Ability to convey and/or receive written/verbal information to/from various audiences in different formats.
• Ability to handle multiple demands and/or manage complex and competing priorities.
• Ability to use discretion and maintain privacy, confidentiality or anonymity.
• Ability to use software applications and operate technological devices (e.g., computer, laptop, tablet, smartphone, etc.).
• Responsible for hiring, onboarding, managing schedules, personnel actions, performance reviews, and performance improvement plans.
• Plans, leads, and directs work of staff to ensure goals and objectives are completed within established budget and deadlines are met.
• Supervises the day-to-day work of employees, assigns work, ensures tasks are completed and deadlines are met.