Keck Medicine of USC at USC Arcadia, CA

USC; Arcadia (CA); On-site; USD 60,320 - 94,020; Full time

Job summary

USC’s Keck Medicine in Arcadia, CA seeks a Clinic Administrative Supervisor to oversee clinical support staff, coordinate scheduling, and handle personnel actions. This role partners with physicians and departments to resolve issues, ensures timely assignments, and supports patient flow across outpatient services.

You will supervise staff, manage attendance and payroll tasks, and coordinate coverage while maintaining staff training and adherence to clinic procedures.

Qualifications

• High school diploma or equivalent required.
• 2–3 years experience in an administrative or scheduler role.
• Proficient with MS Word, PowerPoint and Excel.
• Ability to work independently with minimal direction.
• Strong organization and time management skills.
• Commitment to excellence in patient care and customer service.
• Effective, appropriate and diplomatic oral and written communication skills.

Responsibilities

• Directly supervises department staff; manages staff schedules, provides training, evaluates staff performance and provides feedback.
• Coordinates personnel actions, including performance evaluations, time-off requests, staff disciplinary actions, hiring, and terminating staff.
• Performs time and attendance, PTO and payroll activities for staff.
• Responds to patient complaints and service recoveries; handles after-hours escalated staff calls.
• Maintains pod documentation and provides staff with training and coaching as necessary.
• Assists patients to overcome barriers to care and educates on care instructions.
• Communicates with patients, physicians and caregivers to ensure smooth scheduling and patient experience.
• Uses computer systems (Cerner, Kronos) and can learn new software as needed.
• Schedules patient evaluations, clinic appointments, labs, and diagnostic testing.

Skills

MS Word

PowerPoint

Excel

Independent work

Organization

Time management

Communication skills

Education

High school diploma or equivalent

Bachelor’s degree in a related field

Tools

Cerner

Kronos

Job description

Keck Medicine of USC job at USC. Arcadia, CA.

The Clinic Administrative Supervisor oversees the clinical support staff office. This position supervises full‑time staff or the equivalent, coordinates and assists with personnel actions, including, but not limited to staff training, performance evaluations, time‑off requests, staff disciplinary actions, hiring, and terminating staff. This position serves as a personal contact for physicians, staff, and outside departments in order to address problems, issues, or concerns that require attention. The supervisor generates the daily staff assignments and arranges for staff coverage as needed. This position oversees the Special Programs/Projects for the Department, assists in developing clinic procedures and protocols, acts as a liaison for communicating information, assignments, priorities and special requests, and is responsible for monitoring the status of pending items and following up as needed.

Essential Duties

• Directly supervises department staff; manages staff schedules, provides training, evaluates staff performance and provides feedback and counseling as needed.
• Coordinates and assists with personnel actions, including but not limited to performance evaluations, time‑off requests, staff disciplinary actions, hiring, and terminating staff.
• Performs time and attendance, PTO and payroll activities for staff.
• Responds to patient complaints and service recoveries, receives after‑hours escalated staff calls.
• Manages pod documentation and provides staff with training and coaching as necessary.
• Demonstrates problem‑solving skills; able to assess, evaluate and resolve daily issues.
• Acts as a point of contact for patients, physicians and caregivers, taking accountability for patient experience while Norris at Keck Medicine of USC outpatient practices. Provides information and guidance regarding scheduling, paperwork and follow‑up appointments.
• Proactively manages staff schedules and provides navigation services through Keck outpatient, ancillary and patient services to create a well‑managed operational flow and positive patient experience.
• Facilitates communication between patients, caregivers and applicable physicians and all members of the care team, nurses, lab, etc., communicating all changes with patient and case information to all involved personnel and working with various personnel to resolve issues and accommodate patient needs.
• Utilizes courtesy, compassion, kindness and honesty while interacting with patients and staff; greets patients in courteous, professional manner.
• Escorts patients if needed, provides directions to Keck Medicine of USC clinics within USC Health system.
• Works with patients as appropriate to refer to internal supportive care services: dietician, social worker, financial counselor, etc. Educates and supports patients on staying compliant with care instructions.
• Assists patients to overcome barriers to care (e.g., transportation, translation services, financial assistance).
• Adheres to policies aimed at protecting patient confidentiality.
• Provides proper instructions to patients and communicates back to appropriate physicians regarding outcomes of tests and procedures.
• Maintains open line of communication with management and staff, demonstrating a professional demeanor at all times.
• Is involved with and keeps abreast of changes within the USC healthcare system.
• Assists Keck outpatient clinics with clerical and scheduling needs, ensuring correct financial class is indicated in records to start proper business processes and working closely with the business office to direct bills to correct insurances.
• Provides coverage as needed, contacts and distributes messages to medical personnel using electronic messaging systems such as text, voice and email; reads and responds to email throughout day.
• Has thorough understanding and expertise in use of computer systems (e.g., Cerner, Kronos), ability to learn new software and work interchangeably between systems demonstrating accuracy in data entry and patient information maintenance.
• Processes new referrals timely, working with staff/outsourcing, entering demographic information, booking appointments, providing medical records, verifying insurance and obtaining authorizations, coordinating insurance coverage, and ensuring records available in systems.
• Schedules patient evaluations and clinic appointments in timely manner, accommodating patient needs, including labs, diagnostic testing, consultations, and fulfilling other scheduling functions per department procedures.
• Coordinates scheduling of all services and diagnostic testing for patients, sends instructions, compiles letters of medical necessity for authorization.
• Performs other related duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• 2–3 years experience in an administrative or scheduler role.
• Excellent skills in personal computer software (MS Word, PowerPoint, Excel).
• Ability to work independently with minimal direction.
• Strong organization and time‑management skills.
• Commitment to excellence in patient care and customer service.
• Effective, appropriate and diplomatic oral and written communication skills.

Preferred Qualifications

• Bachelor’s degree in a related field.
• 1 year lead or supervisory experience in a clinical or healthcare environment.

Required Licenses/Certifications

• Fire Life Safety Training (LA City). If no card on hire, one must be obtained within 30 days and maintained by renewal before expiration.

The annual base salary range for this position is $60,320.00 - $94,020.00. When extending an offer of employment, the University of Southern California considers factors such as scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.