Ambulatory Administrative Supervisor - 140240

The Ambulatory Administrative Supervisor supports and works directly with clinic management in the administrative services and operations for health care clinics or centers, in accordancewith federal, local, and internal standards, policies, and regulations. Typically includes operations, fiscal management, program planning, and / or external marketing activities. Management levels may include oversight of clinical patient care.

Supervises clinic operations staff involved in routine functions. Oversight of administrativeareas such as registration, new patient coordination, scheduling, medical records storage and maintenance, facilities, insurance authorizations, and clinical support staff such as medical assistants. The position works in an ambulatory/clinical setting and union environment.

Leadership & Staff Supervision

• Demonstrated ability to supervise support staff with strong organizational, leadership, and team management skills.
• Effectively trains, mentors, and develops staff while fostering a positive work environment.
• Serves as a role model through demonstrated reliability, accountability, and professionalism.
• Manages complex workflows, competing priorities, and staffing needs effectively.
• Supervise daily clinic operations to ensure smooth patient flow and efficient scheduling.
• Monitor clinic performance metrics including access, throughput, patient satisfaction, and quality indicators.
• Resolve clinical issues in real time to minimize disruptions in patient care.
• Ensure compliance with organizational policies, clinical protocols, and regulatory standards.

Communication & Interpersonal Skills

• Communicates clearly and effectively with staff, patients, providers, and leadership.
• Demonstrates strong interpersonal skills, a positive attitude, and collaboration across all organizational levels.
• Provides excellent customer service and maintains a patient-centered approach in all interactions.
• Successfully resolves and de-escalates patient concerns while serving as a resource for staff.

Clinical Operations & Workflow Expertise

• Possesses extensive knowledge of clinic operations, functions, and workflow processes.
• Acts as a subject matter expert and resource for clinic staff.
• Demonstrates a commitment to process improvement and operational efficiency.
• Continuously evaluates workflows and implements best practices to enhance performance.
• Supervise and support MAs, and other clinical/support staff.
• Conduct scheduling, timecard approval, and workload balancing.
• Provide coaching, performance feedback, and annual evaluations.
• Identify training needs and support staff development and onboarding.
• Support workflows and ensure appropriate escalation of clinical concerns.
• Promote a patient-centered, compassionate care environment.

Systems & Technical Knowledge

• Strong knowledge of patient scheduling systems, Epic workflows, medical terminology, and insurance terminology.
• Knowledgeable in healthcare IT systems and collaborates with IT teams to troubleshoot and resolve system issues.
• Effectively utilizes technology to support clinic operations and staff productivity.

Problem Solving & Decision-Making

• Applies strong analytical and critical-thinking skills to identify issues and implement effective solutions.
• Quickly assesses complex situations and prioritizes actions appropriately.
• Demonstrates sound judgment when addressing operational, patient, and staff concerns.

Regulatory Compliance & Safety

• Knowledgeable in regulatory requirements and Environmental Health and Safety (EHS) policies.
• Experienced in supporting and participating in regulatory surveys and compliance activities.
• Ensures adherence to organizational policies, procedures, and healthcare regulations.

Financial & Revenue Cycle Knowledge

• Maintains awareness of financial systems and revenue integrity processes.
• Collaborates with billing, coding, and registration teams to ensure compliance and best practices.
• Supports accurate patient registration, billing processes, and revenue cycle management.

• Bachelor's degree in business, healthcare administration or related area and / or equivalent combination of experience / training.

• Three (3) or more years of comprehensive healthcare operations experience supporting clinical, administrative, and patient service functions, specifically as a Medical Assistant (MA), Licensed Vocational Nurse (LVN) or similar clinical role to include previous Supervisory experience.

• Experience and proven success in skills to supervise support staff in clinic / center administration, and effectively manage multiple priorities in a fast-paced, dynamic environment.

• Knowledge of practice operations, patient-scheduling systems, medical and insurance terminology, applicable information systems, patient service standards, and regulatory requirements.

• Basic knowledge of human resources management policies, with the ability to train, monitor, evaluate, and document human resources issues and performance, and to provide input to decision-making on human resources matters.

• Detail oriented, with the ability to apply analytical and critical thinking skills to quickly analyze problems, determine appropriate level of intervention, and apply effective solutions.

• Solid interpersonal skills for effective information exchange and problem solving with all levels of management and staff, consultants, and outside agencies.

• Skills in written and verbal communications, with the ability to convey complex administrative, clinical, and technical information in a clear and concise manner, and to produce a variety of reports and analyses.

• Knowledge of business software and specialized applications and data management systems used in clinic / center operations.

• Lean/Six-Sigma training.

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check and pre-employment physical.