Clinic Supervisor / Office Manager

Johns Hopkins University; Baltimore (MD); On-site; Full time

Job summary

Johns Hopkins University is seeking a Clinic Supervisor/Office Manager for its Mental Health Services. This role focuses on administrative management, supervising coordinators, budgeting, and ensuring quality service in a dynamic clinical environment. Ideal candidates will be organized, discreet, and proficient with IT and EHR systems.

Qualifications

• Four years related experience, including previous lead or supervisory experience.
• Excellent customer service skills and ability to navigate challenging interactions.
• Facility with technological hardware and software, including Office 365 and EHR systems.

Responsibilities

• Manages sensitive clinical information and supervises two administrative coordinators.
• Coordinates front office workflow and ensures quality customer service.
• Develops and manages monthly and annual budget reports.

Skills

Customer Service

Organizational Skills

Project Management

Confidentiality

IT Coordination

Education

High School Diploma or equivalent

Bachelor’s Degree (business, finance or related field)

Job description

Student Health and Well-Being Mental Health Services (SHWB-MHS) at Johns Hopkins University seeks an energetic, organized, and motivated Clinic Supervisor/Office Manager to work in a dynamic and fast-paced environment focused on delivering innovative mental healthcare and supporting the well-being of a diverse community of learners. This position currently reports to the Associate Director of Clinical Services at the Homewood clinic location (Counseling Center); as the organizational structure of Mental Health Services evolves, the role will have dotted line reporting to the AD of Clinical Services at Homewood and a direct report to the Senior Administrative Manager of Mental Health Services. The Clinic Supervisor will supervise two administrative coordinators and oversee front office management, local administrative and budget operations, and technology coordination for the MHS-Homewood clinic. This position is responsible for ensuring that all administrative support services operate in a smooth and seamless fashion to enable the clinical, outreach, and training activities to function efficiently and effectively.

Specific Duties & Responsibilities
Clinical Management

• Manages sensitive clinical information and personnel matters in a confidential and discreet fashion at all times.
• Creates and supervises workflows that facilitate efficient communication between front office and clinical staff for various program-related and task-specific support purposes. Examples include activities such as designing and editing marketing materials, recording meeting minutes, managing photocopying and faxing tasks, collecting and retrieving data, monitoring trends in services related to front office interactions, scheduling and coordinating candidate interviews, document editing, shredding, and other duties as needed.
• Coordinates training of new staff and interns on front office and general operating procedures.
• Serves as an integral member of the EHR implementation team; coordinates training of new staff and interns in use of the Electronic Health Record system.
• Maintains the clinic’s physical environment to ensure it is conducive to clinical work (e.g., sound proofing, comfortable furniture, equipment, heating/cooling systems, signage, etc.).
• Coordinates maintenance requests and liaises with multiple departments including but not limited to: LAN/IT services, Housing, Design & Construction, Telecommunications, Plant Operations, Residential Life, HVAC/Facilities.
• Maintains and updates relevant sections of the Policies and Procedures manual.
• Serves as departmental time keeper; monitors all electronic time sheets.
• Reviews and approves staff timekeeping entries and reconciles with Electronic Health Record schedules to ensure accuracy; corrects any errors and notifies appropriate supervisors.
• Maintains knowledge of University policies including but not limited to leave and time-off, accommodations, and personnel matters.
• In consultation with SHWB Human Resources business partner(s), processes and tracks all HR paperwork including staff new hires, payroll, supplemental pays, terminations, FMLA and leaves of absence.
• Processes requests, tracking and approval for professional development activities such as arranging for speakers, organizing development or outreach programs on campus, and processing staff reimbursement for professional development expenses.
• Engages in leadership activities for clinic operations and collaborates with clinic supervisors and relevant administrative staff within the MHS organization.

Supervision

• Supervises two administrative coordinators, including hiring, training, management, supervision, performance management and evaluation.
• Ensures quality customer service is provided to clients and staff at all times.
• Oversees administrative coordinators’ execution of reception and clinic-based scheduling functions; provides coverage for administrative duties such as greeting clients, answering telephones, scheduling, and coordination with clinical leadership in absence of administrative coordinators.
• Ensures clinic opening and closing procedures are executed appropriately.
• Oversees data collection conducted by administrative coordinators.

Budget Managment

• Develops and monitor monthly and annual expenditure reports for clinic operating budget; prepares cost projections and assists with budget proposals; reconciles discrepancies.
• Oversees all clinic purchases and expenditures.
• Submits, tracks and facilitates speaker, vendor, and contractor contracts through Procurement ticketing system and SAP.
• Processes accounts payable and works with all relevant business offices within JHU and with external vendors, including but not limited to the Director of SHWB Operations, Purchasing and Procurement, tax office, and others as required.
• Approves P-card purchases and crosscheck with budget/receipts.
• Processes payroll, addresses discrepancies, troubleshoots problems and corrects errors.
• Identifies and addresses any fiscal-related problems and notifies appropriate MHS leadership in a timely fashion.

Technology & IT Management

• Coordinates with local and central IT staff to ensure remote work capability for all administrative and clinical staff.
• Coordinates the purchase, replacement, set up, maintenance and inventory of all technology (hardware and software).
• Coordinates training of all staff for use of clinic technology (hardware and software).

Collaborative Activities

• Participates in MHS committees and staff development activities.
• Contributes to planning and execution of MHS and SHWB events.
• Other duties as assigned.

Special Knowledge, Skills, or Abilities

• Ability to plan, organize and execute multiple projects simultaneously in a fast-paced environment.
• Facility with technological hardware and software, including Office 365 and Electronic Health Record systems.
• Ability to manage sensitive client, personnel and operations information with discretion and confidentiality.
• Excellent customer service skills and ability to navigate challenging interactions with diplomacy and professionalism.

Other

• Starting Date as soon as possible.
• Schedule: Monday – Friday, 8:30 a.m. – 5 p.m.; some after-hours and weekend work is expected based on the programmatic needs of the University during the academic year (e.g. orientation, special events, etc.)
  
• This position requires on-site presence 5 days per week.

Minimum Qualifications

• High School Diploma or graduation equivalent.
• Four years related experience, including previous lead or supervisory experience.
• Additional education may substitute for up to one year of required experience to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Bachelor’sDdegree (business, finance or related field).
• Experience in a university health environment.
• Experience with JHU administrative and financial systems (Concur, SAP, E210) strongly preferred.

Classified Title: Clinic Supervisor
Job Posting Title (Working Title): Clinic Supervisor / Office Manager
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range: Min $21.00 - Max $36.50 HRLY (targeted salary - 65k, commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday, 8:30 am to 5:00 pm
Exempt Status: Exempt
Location: Homewood Campus
Department name: Counseling Center
Personnel area: University Student Services

Total Rewards
The referenced salary range is based on Johns Hopkins University’s good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate’s conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at [e-mail]. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. The COVID-19 vaccine does not apply to positions located in the State of Florida. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Note: Job Postings are updated daily and remain online until filled.