Supervisor, Clinical Administration - Malden, MA

Tufts Medicine; Malden (MA); On-site; USD 47,924 - 59,894; Full time

Job summary

Tufts Medicine in Malden, MA seeks an experienced administrative services supervisor to oversee daily operations, scheduling, training, and coaching within the department while ensuring exceptional customer service.

The role requires healthcare experience, staff supervision, and process improvement to optimize workflows and support revenue-related activities. You will lead initiatives, coordinate onboarding, and collaborate to meet organizational goals.

Qualifications

• Associate’s Degree plus one year of experience or high school diploma plus more than five years of experience.
• Two years of experience in a healthcare setting, including staffing and scheduling.
• Bachelor’s degree preferred with three years of healthcare experience including staff training.

Responsibilities

• Provides direct supervision of assigned clinical, support, and/or billing staff.
• Oversees patient scheduling and ensures high-quality customer service standards.
• Engages in quality improvement and efficiency projects.
• Acts as super user for hospital systems related to clinical inpatient and outpatient services.
• Coordinates onboarding for new clinical and non-clinical staff.
• Manages resources and processes to support department goals.

Skills

Staff supervision

Customer service

Scheduling

Communication

Data analysis

Microsoft Office

Education

Associate degree

Bachelor’s degree (preferred)

Tools

Microsoft Office

Access

Job description

Hours

40 hours weekly, Monday-Friday 8:30am-5pm

Location

178 Savin Street Suite 100 & 200A, Malden MA 02148

Job Profile Summary

This role focuses on providing administrative and business support to the organization in order to achieve operational goals. It also involves clinical administration duties such as long‑term strategic planning, prioritizing and tracking investments, allocating resources for practice growth, and developing needs to accomplish the practice's vision. The position is a management role that supervises employees focusing on tactical and operational activities within a specified area, with the majority of time spent overseeing the area of responsibility, planning, prioritizing, and/or directing employee responsibilities. Goal achievement is typically accomplished through performance of direct and/or indirect reports.

Job Overview

This position is responsible for daily operations, including scheduling, training and coaching team members while ensuring optimal customer service at all times. It reviews, maintains, and updates patient scheduling templates for the clinical services of the department and for all hospital systems related to clinical inpatient and outpatient services. The candidate will participate in quality improvement and efficiency projects, take ownership of resolving customer issues, and develop detailed administrative and procedural processes that reduce redundancy, improve accuracy, and achieve administrative goals.

Job Description

Minimum Qualifications

• Associate’s Degree plus one year of experience or high school diploma or equivalent plus more than five years of experience.
• Two (2) years of experience in a healthcare setting, including staffing and scheduling.

Preferred Qualifications

• Bachelor’s degree
• Three (3) years of experience in a healthcare setting, including staff training and development, job coaching, and evaluation.

Duties and Responsibilities

• Provides direct supervision of assigned clinical, support, and/or billing staff.
• Participates in and provides oversight of support activities in the clinical area to maintain the highest standards of customer service, including greeting all patients and visitors promptly.
• Engages in quality improvement and efficiency projects.
• Serves as the “super user” for all hospital systems related to clinical inpatient and outpatient services.
• May participate in the interviewing, hiring, performance review, and/or corrective action of staff.
• Conducts continuous training with all support staff on customer service standards (12 Tenets) and hospital systems.
• May assist in the ongoing analysis of the department’s organizational clinical structure and job design.
• Recommends, plans, and implements changes to improve the utilization of resources and organizational performance.
• Works on special projects related to revenue, charge capture, and documentation.
• Provides backup during vacations and time away.
• Manages administrative activities and systems that support the department’s clinical work.
• Reviews, maintains, and updates the patient scheduling templates for the clinical services.
• Manages the automated telephone answering system as it relates to clinical operations.
• Coordinates the triaging of patients and internal department customer telephone calls with all support staff.
• Oversees the collection of co-payments from patients and daily cash deposits.
• Monitors status of pending reappointments and ensures timely completion of physician and allied health reappointments by maintaining a logging system to ensure all packets are returned in a timely manner.
• Upon return of reappointment packets, reviews data for completeness and follows up to obtain missing information as needed.
• Maintains collaborative team relationships with peers and colleagues to effectively contribute to the team’s achievement of goals and to foster a positive work environment.
• May coordinate onboarding for all new clinical and non‑clinical staff.

Physical Requirements

• Frequent sitting, occasional standing or working, and lifting of 10-15 pounds.
• May be exposed to dust and other typical office-like discomforts.
• Manual dexterity using fine hand manipulations for computer keyboard operation.
• Requires ability to see computer screen and read reports.
• Requires ability to hear instructions from physicians and other clinical or nursing staff.
• Some exposure to hazardous materials (blood, etc).

Skills & Abilities

• Computer literacy required, including familiarity with Microsoft Office (Word, Excel, PowerPoint, Outlook), relational databases (Access), and comfort learning new computer applications.
• Excellent interpersonal and customer service skills, including telephone skills.
• High degree of tact is necessary due to frequent interaction with patients, physicians, and insurance companies.
• Strong business skills, including understanding of health care expense, billing, revenue, and reimbursement models and their impact on business plans.
• Analytic and quantitative skills needed to design and produce financial and clinical reports for resource‑planning decisions.
• Excellent organizational skills with attention to detail; ability to prioritize work and remain flexible with assignments.
• Knowledge of medical terminology.
• Ability to work independently with minimum supervision in routine matters; self‑motivated.
• Ability to maintain sensitive and confidential medical information.

At Tufts Medicine, we want every individual to feel valued for the skills and experience they bring. Our compensation philosophy is designed to offer fair, competitive pay that attracts, retains, and motivates highly talented individuals, while rewarding the important work you do every day.

The base pay ranges reflect the minimum qualifications for the role. Individual offers are determined using a comprehensive approach that considers relevant experience, certifications, education, skills, and internal equity to ensure compensation is fair, consistent, and aligned with our business goals.

Beyond base pay, Tufts Medicine provides a comprehensive Total Rewards package that supports your health, financial security, and career growth—one of the many ways we invest in you so you can thrive both at work and outside of it.

Pay Range

$47,924.24 – $59,894.75