Neurology Administrative Services and Ambulatory Program Supervisor

Administrative Services And Ambulatory Program Supervisor

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Reporting to the Manager, Staff Operations and Administration, the Administrative Services and Ambulatory Program Supervisor manages a team of senior administrative assistants and oversees the delivery of high-quality administrative services supporting departmental and ambulatory operations. The Supervisor is responsible for the day-to-day direction to administrative staff, ensuring adherence to university and departmental policies are followed, workload coordination, administrative workflows, process improvement, and ensuring appropriate coverage and consistent service delivery is met.

This position also serves as the primary administrative program support partner to the Vice Chair of Ambulatory Affairs, providing high-level support for Ambulatory role scheduling, meetings, communications, projects, and operational initiatives. This position works closely with faculty, physicians, APPs, administrators, and staff and serves as a key liaison between the Vice Chair, administrative teams, and departmental leadership.

This position is Hybrid 3 days/week on site. Wednesdays are Mandatory onsite.

Key Responsibilities

• Manage, supervise, and develop a team of administrative assistants, including workload distribution, coverage, performance management, training, and professional development.
• Oversee administrative workflows and ensure timely, effective, and consistent delivery of support services.
• Establish and maintain administrative processes, procedures, and service standards; identify opportunities for process improvement and increased efficiency.
• Serve as the primary administrative support to the Vice Chair of Ambulatory Operations, including calendar management, meeting coordination, preparation of materials, communications, and follow-up.
• Support the Vice Chair of Ambulatory Operations in the development and execution of strategic initiatives for ambulatory services, including tracking key performance indicators and preparing reports on progress towards goals.
• Develop and maintain project plans for key ambulatory initiatives, including timelines, milestones, and deliverables.
• Coordinate meetings, projects, events, and operational initiatives on behalf of the Vice Chair and departmental leadership.
• Track priorities, action items, deadlines, and deliverables to ensure appropriate follow-through.
• Serve as a liaison among the Vice Chair, faculty, clinical and administrative leaders, and staff.
• Collaborate with Human Resources, Finance, Faculty Affairs, Clinical Operations, and other institutional partners to facilitate administrative processes and resolve issues.
• Exercise sound judgment, discretion, and confidentiality when handling sensitive information.
• Perform other duties and special projects as assigned.

Required Skills and Abilities

1. Prior experience supervising or managing administrative staff.

2. Demonstrated ability to support senior leadership and manage multiple priorities.

3. Excellent organizational, interpersonal, written, and verbal communication skills.

4. Strong problem-solving, project management, and process improvement skills.

5. Ability to exercise independent judgment, prioritize effectively, and work collaboratively in a fast-paced environment.

Preferred Skills and Abilities

1. Five years of progressively responsible administrative experience, preferably in an academic medical center or healthcare environment.

2. Proficiency with Microsoft Office Suite and familiarity with administrative, scheduling, and/or healthcare information systems preferred.