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Department Secretary, Physician Services
1 month ago
Experience the highest level of appreciation at UM Baltimore Washington Medical Center — named Top Workplace in the Baltimore area by The Baltimore Sun two years in a row (2019 & 2020); Top Workplace in the USA for 2021 As part of the acclaimed University of Maryland Medical System, our facility is one of three ANCC Pathway to Excellence® designated hospitals in Maryland. UM BWMC features one of the state’s busiest emergency departments, as well as a team of experts who care for our community and one another. The University of Maryland Baltimore Washington Medical Center (UMBWMC) provides the highest quality health care services to the communities we serve. Our medical center is home to leading-edge technology, nationally recognized quality, personalized service and outstanding people. We have 285 licensed beds and we’re home to 3,200 employees and over 800 physicians. Our expert physicians and experienced, compassionate staff are connected to medical practices in the local community as well as at University of Maryland Medical Center in downtown Baltimore. For patients, this means access to high-quality care and research discoveries aimed at improving Maryland’s health. Our physicians and nursing staff specialize in emergency, acute, medical-surgical and critical care. In addition, our medical center is home to many Centers of Excellence, offering expert outpatient health care.
Job Description
Shift Schedule: Monday - Friday 8:00AM - 5:00PM
Location: Baltimore Washington Medical Center
General Summary
Under general direction, the Department Supervisor is responsible for the administrative management of assigned hospital based departments. Responsible for procedural operating decisions based on independent judgement and knowledge of applicable departmental policies and procedures. The incumbent will remain abreast of financial and operational growth goals for the department(s) and assists in strategizing for continued improvement in operating and financial performance. In conjunction with BWMC leadership, the Department Supervisor plays a key role in the implementation and enforcement of the practice’s strategic plan(s).
Principal Responsibilities and Tasks
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
- Interviews, hires, trains/orients, supervises work performance, assigns work and work schedules for administrative staff. Establishes clear and concise expectations, organizes assignments, reviews work, assesses performance, administers competencies and provides constructive feedback.
- Counsels and disciplines staff and recommends personnel actions in accordance with BWMC HR and departmental policies and procedures.
- Completes annual staff performance evaluations in a timely manner. Demonstrates and promotes positive employee relations; supports staff education and development.
- Maintains, and oversees the efficient organization and operation of the department, staff and their related duties to ensure compliance with division and procedures and policies.
- Compiles, analyzes and/or verifies complex financial and/or statistical data and reports as requested; investigates and resolves issues. Projects and prepares budget recommendations, identifies and resolves anomalies. Works with management team on capacity/space planning and business development issues.
- Coordinates financial function for department unit; bookkeeping, accounts payable, billing and/or office expenditures. Processes payroll forms, and personnel actions as required.
- Drafts and revises office procedure manuals in accordance with BWMC policies and procedures.
- Liaises with internal and external staff to ensure needs of clients are being met. Actively participates in process improvement and change management efforts within the department.
- Intervenes in guest relations as needed. Determines urgency of situation and calms parents/patients/employees as necessary. Decides emergency need to interrupt, contact physicians, administrator or clinicians; prioritizes patient/customer problems/issues.
- Monitors adherence to policies regarding patient privacy and confidentiality.
- Ensures efficient use of paper and electronic filing systems, and that files are updated and accurate. Orders and maintains office and/or clinical supplies and equipment. Assists in the care and maintenance of department office equipment.
- Participates in special projects and events: acts as point-person for follow-up on meetings, projects and initiatives. Conducts administrative staff meetings.
- Carries out other administrative tasks as required; organize departmental orientation, annual certifications events and evaluates outcomes, assists with coordination of office moves.
Education and Experience
- High School Diploma or equivalent (GED) required. Bachelor’s degree in business or health care administration or equivalent preferred.
- Three to Four years progressively responsible administrative experience in a business, professional, healthcare or equivalent environment is required.
- Experience in office management including supervision and training employees.
Knowledge, Skills and Abilities
- Highly effective verbal, written and interpersonal skills. Thorough medical/legal knowledge regarding medical records, billing referrals and front desk etiquette, is required. Proficient bookkeeping skills required.
- PC literate with advanced proficiency in Microsoft Office suites and Internet.
- Excellent organization skills, ability to prioritize own work and that of others.
- Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
Additional Information
All your information will be kept confidential according to EEO guidelines.
