Administrative Supervisor Hematology & Medical Oncology

Working closely with the Administrative Director the Administrative Supervisor is responsible for the oversight and supervision of approximately 35 administrative staff who support Hematology/Oncology faculty in both their clinical and academic roles. Administrative staff play a critical role in ensuring a positive patient experience outside of the clinical practice setting and in supporting faculty with operational financial and academic activities.
The Administrative Supervisor ensures that administrative staff are appropriately trained workflows are efficient and policies and procedures are developed and maintained to support compliance cross-coverage and operational excellence. This role serves as the primary escalation point for complex administrative operational and personnel issues related to faculty administrative support.

The Tisch Cancer Center is a vital component of the Icahn School of Medicine at the Mount Sinai Health System one of the largest healthcare systems in the nation. As a National Cancer Institute (NCI)-designated cancer center Tisch Cancer Center provides a multidisciplinary approach to cancer care research and education.

The Administrative Supervisor is responsible for staff supervision and the coordination of specific business and administrative activities consistent with departmental objectives administrative policies and practices. This individual provides direct supervision for professional medical support or administrative staff administrative/office support as applicable to the assigned department.

Practice Administration

To facilitate a positive patient experience outside of the clinic setting and ensure compliance with all patient related regulations the Administrative Supervisor is responsible for the following:

• Work closely with physicians to understand individual practice styles workflows and logistical needs.
• Ensure that patient calls and correspondence to faculty offices are handled professionally timely and in compliance with all applicable regulations.
• Work with Oncology practice and nursing managers to develop/monitor policies that impact the practice setting such as renewal of medications obtaining patient records from outside institutions and facilitating ancillary testing.
• Ensure that administrative staff have appropriate access to medical records and are properly trained to upload relevant correspondence into the record
• Work with Hem/Oncs professional billing managers to develop guidelines regarding calls/correspondence from insurance companies or from patients with insurance questions.
• Oversee physician coverage schedules to ensure reliable systems are in place to identify provider availability and clinical coverage.
• Ensure clinical faculty website profiles are accurate and up to date with respect to practice location clinical focus and insurance participation.
• Oversee after-hours call processes including coordination with external answering services and ensure coverage schedules are current accurate and accessible.
• Promote and encourage staff participation in customer service and patient experience training.

and Academic Administration

• The Administrative Supervisor is responsible for ensuring that administrative staff supporting faculty are properly trained and consistently perform the following functions many of which require the use of Mount Sinais financial and administrative systems:
• Coordinate faculty travel including initiation of travel requests arrangement of travel plans and completion of expense reimbursements.
• Place and track purchases including research and office supplies ensuring appropriate fund usage and timely follow-up on delivery of items.
• Coordinate faculty meetings and events including reserving conference rooms and arranging catering.
• Maintain and manage faculty academic calendars accounting for clinical practice time and proactively communicating with faculty potential conflicts.
• Assist with the preparation of correspondence presentations and other documents including maintaining up-to-date faculty CVs and NIH Biosketch.

Responsibilities

The Administrative Supervisor is responsible for the direct management and supervision of administrative staff who assist faculty in their academic offices:

• Monitoring attendance and punctuality
• Processing Payroll
• Ensuring cross coverage of staff especially as it relates to patient care duties
• Onboarding and training new staff and providing ongoing training and professional development for existing staff.
• Conducting performance evaluations and providing regular feedback.
• Addressing performance issues and implementing disciplinary actions in accordance with institutional policies when necessary.
• Identifying opportunities for workflow improvement operational efficiency and standardization of administrative processes.
  

• Associates degree (Bachelors degree preferred) or a combination of education and applicable work experience.
• 5 years administrative preferably including 2 years of supervisory in medical center administration
• Additional experience is strongly preferred:
  • Prior experience working with physicians preferred.
  • Experience developing workflows training staff and implementing operational improvements.
  • Must be able to adapt to a growing and changing environment.
  • Strong organizational skills with attention to detail.
  • Excellence verbal and written communication skills.
  • Academic medical center experience preferred
  • Prior experience supervising or managing staff is highly preferred.