Office Supervisor

Talentify; Town of Pelham (NY); On-site; USD 33,000 - 37,000; Full time

Job summary

VillageMD is seeking an Office Supervisor to help manage the urgent care site, oversee administrative, financial, and operational tasks, and support a patient-centered experience from arrival to discharge.

You will lead site operations, coordinate with the Practice Manager, manage staff performance, scheduling, supplies, and compliance with HIPAA, while fostering a welcoming environment and ensuring efficient, high-quality care.

Qualifications

• High School Diploma or GED required; Bachelor’s degree in management preferred or relevant experience will be considered.
• Minimum 1 year of supervising or managing experience or a degree in management.
• Ability to multitask and maintain organization in a fast-paced environment.
• Good computer skills and proficiency with Microsoft Office programs.
• Exceptional communication skills and ability to deliver constructive feedback.

Responsibilities

• Site Management: oversee patient flow, scheduling for non-providers, and ensure opening/closing of site.
• People Management: coach staff, manage performance, conduct reviews, and support HR development plans.
• Business/Patient Management: maintain patient confidentiality, HIPAA compliance, and patient satisfaction at discharge.

Skills

Communication

Bilingual

Multitasking

Computer skills

Feedback & coaching

Education

High School Diploma or GED

Bachelor’s degree in management or related field (preferred)

Tools

MS Office

Job description

About Our Company

We’re a physician-led, patient-centric network committed to simplifying health care and bringing a more connected kind of care.

Our primary, multispecialty, and urgent care providers serve millions of patients in traditional practices, patients' homes and virtually through VillageMD and our operating companies Village Medical, Village Medical at Home, Summit Health, CityMD, and Starling Physicians.

When you join our team, you become part of a compassionate community of people who work hard every day to make health care better for all. We are innovating value-based care and leveraging integrated applications, population insights and staffing expertise to ensure all patients have access to high-quality, connected care services that provide better outcomes at a reduced total cost of care.

Please Note: We will only contact candidates regarding your applications from one of the following domains: @summithealth.com, @citymd.net, @villagemd.com, @villagemedical.com, @westmedgroup.com, @starlingphysicians.com, or @bmctotalcare.com.

Job Description

The Office Supervisor is responsible for assisting in managing, overseeing, and ensuring the successful administrative, financial, and operational aspects of an urgent care location. A supervisor is accountable for:

• Managing team members in partnership with Practice Manager
• Supporting a patient-centric urgent care experience from welcome to departure of the facility and ensuring an inviting and hospitable environment
• Supporting overall functions of the site, team, and providers with day-to-day operations.

Essential Functions/Responsibilities

Site Management

• Managing the performance of the site; understanding at all times of how many patients have visited the site, whether there are any delays in the registration process, and what follow‑up needs to be conducted after a patient is discharged.
• Assisting the Practice Manager preparing the schedule for non-providers
• Ordering all medical supplies, medications, vaccinations, and office supplies for the site
• Opening and closing the site as required
• Assisting the Practice Manger in administrative and operational responsibilities

People Management

• Building strong positive communication with providers and working as a team to enhance the success of the practice.
• Ensuring staff always maintains professionalism, coaching, managing, and developing the staff.
• Managing the team from interviewing, performance, promotion, discipline, etc.
• Collaborating with the HR team to formalize a development plan for staff as well as managing employee relations issues such as formal write-ups and suggestions for improvement.

Business and Patient Management

• Maintaining patient confidentiality in accordance with policy and procedure as well as HIPAA requirements.
• Interacting with patients (and families) at discharge in a courteous and respectful manner, resolving disputes, and reviewing patient satisfaction cards.

Qualifications

• High School Diploma or GED required. Bachelor’s degree in management, business or other applicable degree preferred (will consider relevant management experience in lieu of degree).
• Minimum 1 year of supervising or managing experience a must OR a degree in management.
• Ability to successfully multitask.
• Good computer skills (knowledge of a PC, Microsoft Office programs)
• Exceptional communication skills
• Comfortable with delivering constructive feedback and counseling management.
• Bilingual language skills required or preferred based on- site location.
• Basic Life Support (BLS) certification required at time of hire

Additional Information

This job will require long shifts, weekends, closing, opening shifts (will depend on schedule necessary at facility) and must work on- site.

Physical requirements

The job may require from time to time lifting heavy objects on a regular basis, doing repetitive tasks with few breaks, and requiring light cleaning. Heavy computer use required.

Direct reports

The Supervisor will be responsible for directly managing the site employees.

Pay Range: $24.00 - $27.00 per hour

The provided compensation range is based on industry standards and salary determinations will be made based on numerous factors including but not limited to years of experience and location of position.

About Our Commitment

Total Rewards at VillageMD

Our team members are essential to our mission to reshape healthcare through the power of connection. VillageMD highly values the critical role that health and wellness play in the lives of our team members and their families. Participation in VillageMD’s benefit platform includes Medical, Dental, Life, Disability, Vision, FSA coverages and a 401k savings plan.

Equal Opportunity Employer

Our Company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to, and does not discriminate on the basis of, race, color, religion, creed, gender/sex, sexual orientation, gender identity and expression (including transgender status), national origin, ancestry, citizenship status, age, disability, genetic information, marital status, pregnancy, military status, veteran status, or any other characteristic protected by applicable federal, state, and local laws.