Administrative Supervisor, Medical Office Operations

InterMed; Portland (ME); On-site; USD 59,000 - 78,000; Full time

Job summary

InterMed in Portland, ME is seeking an Administrative Supervisor to oversee non-clinical care team members, focusing on coaching, skills development, and quality assurance. The role involves day-to-day operations for staffing, scheduling, and patient flow.

The position also develops workflows, standardizes documentation, and coordinates communication between departments, with opportunities to improve efficiency and support practice operations.

Qualifications

• Associate’s degree is required; Bachelor’s degree preferred.
• Supervision experience is preferred.
• Medical office environment experience preferred.
• Proficiency in Microsoft Office suite is required as well as the ability to quickly learn and retain knowledge of how to use the electronic medical record.
• Excellent professional judgment and decision-making ability.
• Excellent communication skills both oral and written.
• Ability to foster a collaborative team environment.
• Ability to prioritize, organize, and plan work independently.
• Able to handle sensitive information and maintain confidentiality.
• Ability to make decisions using sound judgment.
• Committed to excellence in customer service and clinical care.

Responsibilities

• Directly supervises non-clinical personnel (medical receptionists and health unit coordinators).
• Continuously improves and conducts departmental new employee onboarding.
• Prioritizes workloads and manages the daily and master staffing schedule.
• Mentors and counsels staff to include initiating Performance Improvement plans.
• Coordinates and conducts regular staff meetings.
• Fosters a culture of continuous improvement.
• Fosters intra and interdepartmental support and collaboration.
• Collaborates with Practice Manager on evaluating workloads and determining staffing needs.
• Acts as an IT Super User to facilitate initial troubleshooting of system issues and training of EMR for administrative workflows.
• Provides coverage for medical receptionist and health unit coordinator roles as needed.
• Responds to non-clinical patient complaints in a professional manner.
• Ability to prioritize team workload and utilize independent decision making aligned with administrative protocols.
• Maintains standard work for all administrative functions.
• Prepares and manages patient communications supporting practice operations.
• Acts as liaison to business office/shared services departments such as credentialing billing, and HIM departments.
• Prepares documentation in relationship to credentialing and licensing.
• Initiates tickets for IT/Facilities support and tracks progress until the issue is resolved.
• Supports all other projects assigned by the Practice Manager and/or Department Chief.

Skills

Supervision

MS Office proficiency

Communication skills

Confidentiality

Organizational skills

Team collaboration

Education

Associate degree

Bachelor's degree preferred

Tools

EMR system

Microsoft Office

Job description

InterMed in Portland, ME is seeking an Administrative Supervisor to oversee non-clinical care team members, focusing on coaching, skills development, and quality assurance. The role involves day-to-day operations for staffing, scheduling, and patient flow.

The position also develops workflows, standardizes documentation, and coordinates communication between departments, with opportunities to improve efficiency and support practice operations.