Administrative Support Supervisor

Job Summary:

The Physician Administrative Supervisor is responsible for the management and oversight of the physician admin support (PAS) department, a hybrid team of in office and remote staff. This position is also the primary point of contact for the Centralized Staffing Office.

The primary function of PAS is to help facilitate efficient communications between our providers and the referring community, our hospital partners, and our own TRA Medical Imaging staff. In addition to handling a high volume of calls, the PAS team is responsible for a variety of other administrative tasks and operates 24/7, 365 days a year.

This position requires a person with strong interpersonal skills who is focused on supporting staff growth, development, can lead by example and experience with supervising in-office and remote staff. Models excellent customer service to internal and external customers. May be responsible for handling more complex, escalated, or urgent issues. Performs a variety of tasks. Advanced analytical skills are required.

A wide degree of creativity and latitude is expected. The position requires strong organizational skills, discretion, judgment, problem solving ability and the ability to maintain confidential information. Leads and directs the work of others under the immediate supervision of the Administrative Services Manager.

Pay and Benefits:

Pay: $24.34 - $29.61 per hour based on relevant experience, skills, and abilities.

Benefits + Perks:

• Medical, dental and vision benefits

• Available HSA and FSA options

• Mental health and wellness benefits through our Employee Assistance Program (EAP)

• Basic life insurance, and long term disability coverage

• Robust 401K package: Automatic 3% employer contribution on day one + up to 3% employer match

• Accrue up to 17 days of PTO per year for all eligible new employees

• Generous PTO rollover + PTO cash out opportunities

• 9 paid holidays

• Annual, automatic compensation growth path

• Profit sharing

• Options for Pet Insurance, Legal / ID Protection, and more

Location: This position will sit at our Administrative office in Downtown Tacoma, WA - This role comes with free, secured parking!

Schedule: 1.0 FTE - 40 hours

• Monday

• Friday. This role will primarily work a regular day shift, but will work occasional swing shifts in support of the team.

About TRA Medical Imaging

TRA Medical Imaging is a premier, physician-owned and physician-led radiology practice with a 100+ year history of serving the communities of the South Puget Sound region. Centered in Tacoma, WA, TRA has a geographic presence extending from Seattle to Olympia. TRA takes pride in diversity and inclusion, a philosophy that aligns well with our Pacific Northwest values.

We are led by a progressive group of approximately 100 sub-specialized radiologists who take pride in delivering high-quality, patient-centered care while fostering a practice culture intended to feel more like a family than a corporation.

Why Choose TRA Medical Imaging

TRA is an independent, stable, and diversified practice with a broad clinical and geographic footprint. Our governance structure is transparent, democratic and equitable with an unwavering commitment to physician leadership and autonomy. As part of that promise, TRA welcomes employee participation and collaboration and is committed to providing personalized professional development opportunities.

Our commitment to culture is evidenced by our certification as a great workplace by the independent analysts at Great Place to Work and embodied by our mission statement: Trust our family to care for yours. TRA has been the respected provider of excellence in medical imaging in the South Sound since 1918. Join our team as we write the next 100 years of the TRA story.

Want to learn more about TRA's commitment to patients, employees and our community? Visit https://www.tranow.com/about/careers/ and explore your future with us today!

Essential Job Functions

• Supervises PAS team to include: hiring, training, coaching, and coordinating team schedules.

• Working member of the PAS team. Demonstrates proficiency with PAS operations: manage multiple phone lines using a centralized phone system; relay information efficiently and accurately between radiologists, technologists and other healthcare providers; and provide back-up coverage for PAS.

• Ensures high quality standards are met by providing clearly defined expectations/training; performing regular QA; conducting monthly one-on-ones and regularly scheduled staff meetings.

• Collaborates with team on problem solving and developing action plans.

• Monitors call volumes and productivity to ensure appropriate staffing levels.

• Primary point of contact for the Centralized Staffing Office:

• Proficient use of staff scheduling software;

• Assists operational leadership (modality specialists, site operation supervisors, etc.) with updating and publishing staff schedules.

• Reviews work schedules and ensures assignment of duties to department staff to maintain work flow and achieve department and organization-wide goals. Makes recommendations for staffing changes as needed.

• Works in collaborative and supportive manner with the Administrative Services Manager in overseeing PTO, low census and resource availability.

• Responsible for the approval of Paid Time Off requests ensuring that adequate coverage of the department is a priority

• Review time cards and submit to payroll for analysis prior to due date, making edits when appropriate.

• Demonstrates coaching and personnel development skills. Point of contact to assist in the resolution of department personnel concerns, including triage to Administrative Services Manager as needed.

• Demonstrates knowledge and competency with information systems and other systems utilized within the department.

• Provides input on department staff performance and identify/address any performance management concerns and provide coaching to team as needed, under direction of Administrative Services Manager.

• Maintain confidentiality of all center and patient information at all times, as required by facility policy and HIPAA guidelines.

• Troubleshoot daily operational problems; uses judgment to escalate all in-depth issues to Administrative Services Manager.

• Practice quality customer service in a team environment.

• Provide overall office support to include but not limited to; mail distribution, assisting with administrative tasks, emails, coordinate appointment/conference room calendars, perform research activities, faxing, type and disseminate letters, compose and maintain routine documents when necessary, schedule meetings, coordinate catering needs and other special projects in support of other departments.

• Check work email frequently throughout the day.

• Perform all other duties as assigned.

Qualifications:

Education/Work Experience

• High school Diploma or GED required

• Associate Degree or secondary training preferred

• Three to five years medical, receptionist, and/or supervisory experience required

Job Knowledge/Skills

• Ability to use Microsoft Excel for generating productivity reports.

• Training and development

• Knowledge of employee training and development methodologies and ability to ensure that a target population has the knowledge and skills required to meet team and individual objectives.

• Training and development

• Knowledge of and ability to identify what people need to learn for successful individual and organizational performance.

• Training and development

• Knowledge of and ability to utilize appropriate procedures, tools and techniques for developing a solution to stated training needs.

• Knowledge of and experience with implementing new or revised organizational structures, business processes and operational infrastructure required for enabling effective call center operation.

• Knowledge of all workflows and processes within department.

• Ability to problem solve within the scope of the position responsibilities.

• Knowledge of software, technologies and applications which allow people to interact with computers via a telephone, web or other electronic means.

• Ability to demonstrate effective customer service skills.

• Ability to work effectively in teamwork environment and have respectful behavior while working as a team with co-workers.

• Ability to learn and understand medical terminology to assist in proper facilitation of training and handling tasks.

• Communicate professionally with other medical facilities, patients, and customers.

• Ability to manage multiple tasks and carry out instructions effectively.

Physical Requirements

Work is classified as sedentary in physical requirements. Requires the ability to lift/carry 1-5 pounds frequently, occasionally 10 pounds maximum.

Mental Requirements

Work requires high attention to detail and the ability to handle mentally stressful situations. The ability to maintain high level of sensitivity towards confidential information is also required.

Working/Environmental Conditions

Work environment consists of normal office or administrative working conditions.