Vacancy ID: P019074
Position Summary/Description: The Administrative Support Supervisor will provide high-level administrative support and management for the Administrative Team in the Department of Radiology. Additionally, this position will provide administrative support for the Vice Chairs in the Department. This will include assisting these department leaders with planning, coordinating, and implementing important initiatives for the department to continue to deliver on our missions. This position will become a trusted advisor for these Vice Chairs, helping them to navigate administrative challenges and change management to deliver on our department missions.
The Administrative Support Supervisor will direct and manage the operations of the team that supports the Department of Radiology's clinical faculty. The position supervises 4 Administrative Support Associates that assist in carrying out the duties required to provide administrative and clerical support to our faculty in our 10 clinical divisions. This group provides overall administrative support to our clinical faculty in the areas of schedule management, meeting coordination, document management (i.e. – updating CVs, drafting memos, etc.), and expense management/reimbursement, among other administrative tasks as assigned.
This position will also oversee a team of 2 reading room assistants that support the radiologists who are actively working in the diagnostic reading rooms. The reading room assistants serve an important role in the day-to-day clinical operations of the reading rooms. They provide administrative support to the radiologists on clinical service allowing the radiologists to focus on patient care, which allows for a more efficient clinical operation. The reading room assistants answer phones, connect radiologists with referring physicians, and handle any other administrative tasks that arise.
The position will supervise 6 FTEs, including 4 Admin Support Associates and 2 Reading Room Assistants.
Another primary responsibility of the position will be to act as the Program Manager for the Castillo Scholars Program. This is a School of Medicine-wide program but administered and led by the Department of Radiology. This position will manage all aspects of the program. Since its inception in 2021, the program has grown to now include 18 scholars spanning 16 specialties across the School of Medicine. This role would oversee coordinating the entire program with program's senior faculty leadership, as well as participating departments faculty mentors and Chairs. They will be responsible for all aspects of the program including, but not limited to, logistical and event planning, reviewing applications, main point of contact for departmental faculty liaisons and scholars, creation of program curriculum (including didactic lectures and journal clubs), and overall program evaluation.
Lastly, this position will be responsible for all aspects of the Qgenda scheduling software for the Department of Radiology. They are expected to be the subject matter expert for all things related to Qgenda software and departmental scheduling. This includes having in-depth knowledge of the features and abilities of the software, allowing them to advise the Chair, Executive Vice Chair, Division Chiefs, and other departmental leaders on the optimal utilization of the tools available to meet the needs of our faculty and department. They will collaborate with SOM IT liaisons as well as representatives from Qgenda to optimize, implement, and create further efficiency for the application of the software in Radiology. Education and Experience: High school diploma or equivalency and two years of progressively responsible administrative/office management experience, including some experience as a lead worker; or equivalent combination of training and experience.
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