Office Supervisor - Engemann Student Health - Full Time 8 Hour Days (Exempt) (Non-Union)

The Office Supervisor provides direction, supervision, and coordination of office flow and activities. Offers support in coordinating and maintaining files and data activities in an efficient manner. Assists leadership team with Departmental activities, education, distribution of communications, coordination of office activities and services, program development activities, time keeping activities, and creating and distributing reports.

The Office Supervisor provides direction, supervision, and coordination of office flow, activities, and administrative staff. Assists leadership team with Departmental activities, education and onboarding, distribution of communications, coordination of office activities and services, time keeping activities, and creating and distributing reports. This position oversees the creation and maintenance of clinical schedules of therapist, psychiatrists and case managers. Monitors and facilitates the reduction of patient wait times for appointments. Duties include assisting with the onboarding process of new hires, providing training for staff, ensuring office compliance obligations are met, and handling patient complaints and concerns effectively. Under the direction of the Director of the Engemann Student Health Center.

Essential Duties:

• UNDER THE SUPERVISION AND DIRECTION OF THE Engemann DIRECTOR:
• LEADERSHIP Provides the daily monitoring of the day-to-day operations of the Engemann Student Health Center administrative staff. Establishes clear job requirements for employees by overseeing the orientation of new employees and maintaining current position descriptions and measurable performance standards and monthly meetings. Provides the hiring, training, counseling, assignment and evaluations of work to staff members with Director’s approval. Oversees and participates in the coverage of department functions during times of illness, vacations, etc.
• POLICIES AND PROCEDURES: Ability to implement policies and procedures by effectively working with personnel. Ability to evaluate systems to determine whether or not current policies and procedures are functioning and makes recommendations to the director for changes.
• EQUIPMENT AND SYSTEMS Acts as a Super User and trainer for the electronic health record. Participates and/or leads change management for implementation of changes to systems. Understands all principles of the electronic patient folder system and maintains/updates policies and procedures for all staff Assists in the processing department payroll/time cards timely. Manages office supplies and facility upkeep. Processes and tracks POs, employee time cards, invoices, and other financial documents.
• PERFORMANCE IMPROVEMENT Participates in continuously assessing and improving departmental performance. Ability to communicate changes to improve processes to the director as needed. Responsible for coordination and tracking of work flow, schedules and projects to ensure work is complete/appropriate, and follow-up is completed in a timely fashion.
• COMMUNICATION Ability to communicate effectively intra-departmentally and interdepartmentally. Provides timely follow-up with both written and verbal requests for information, including voice mail and email. Responds to inquiries from parents, faculty, administrators, Resident Advisors, and other students about confidential matters using good judgment, and discretion to keep students’ confidentiality intact and accept the person’s need or wish to know. Provides respectful and appropriate warmth and attention to students seeking counseling without intrusiveness, keeping them within appropriate personal and professional counseling boundaries. Handles sensitive client interactions, such as de-escalation of front-desk situations. Responsible for functioning as liaison between Administrative Team, Administrative Support Staff, Physicians, Department Directors, and Customers assisting with projects.
• EDUCATION/CONTINUING EDUCATION Ability to assess educational needs of the staff and provides educational needs to the Director to assist in development of education plans for the department. Ability to develop educational materials, inclusive of specific policies and procedures, for training end users. Facilitates clinician onboarding process.
• Performs other duties as assigned.

Required Qualifications:

• Req High school or equivalent

• Req 1 - 2 years Administrative operations experience in an outpatient setting

• Req Knowledge of medical terminology preferred.
• Req Must have excellent communication skills, including the ability to speak, read and write English proficiently.
• Req Familiarity of word processing, Microsoft Outlook, Microsoft SharePoint and electronic health record scheduling systems.

Preferred Qualifications:

• Pref Degree in a related field
• Pref 3-5 years Administrative operations experience in an outpatient behavioral health setting highly desired

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. 

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.

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