Administrative Supervisor- Endocrinology/ Diabetes Center (Santa Monica)

Description

As the Administrative Supervisor for the Endocrinology/Diabetes Center, you will provide day-to-day leadership and operational oversight of a busy outpatient specialty clinic. Under the direction of the Clinic Manager, you will supervise administrative staff, coordinate clinic operations, and partner with physicians, advanced practice providers, and clinical teams to ensure exceptional patient care and service. This role is responsible for optimizing patient access, supporting efficient clinic workflows, enhancing the patient experience, and fostering a collaborative, high-performing team environment.

Key Responsibilities

• Provide direct supervision, coaching, and performance management for front office and patient access staff.

• Coordinate daily clinic operations to ensure efficient patient flow from scheduling and registration through check-out.

• Develop staffing schedules and adjust assignments to maintain appropriate coverage and support clinic needs.

• Partner with providers and clinic leadership to maximize operational efficiency, patient access, and patient satisfaction.

• Oversee appointment scheduling, provider templates, and clinic calendars within Epic CareConnect.

• Monitor patient access metrics, workflow performance, and service standards to identify opportunities for improvement.

• Address and resolve patient concerns, escalating issues as appropriate to ensure timely resolution and an exceptional patient experience.

• Support hiring, onboarding, training, and ongoing development of administrative staff.

• Coordinate referrals, authorizations, registration activities, and communication between patients, providers, and multidisciplinary teams.

• Manage clinic communications, including call center activity, Epic in-basket messages, and operational updates.

• Assist with departmental projects, workflow optimization initiatives, and implementation of new services and providers.

• Monitor office and clinic supply inventory and support budgetary and resource management activities.

• Ensure compliance with UCLA Health policies, regulatory requirements, patient privacy standards, and service excellence expectations.

Salary: $32.42-$64.51Qualifications

1. Ability to work effectively with patients, physicians and staff in a diplomatic and professional manner in order to maximize suite operations.

2. Skill in prioritizing assignments and managing multiple tasks.

3. Ability to work effectively as a member of a team in order to provide effective patient care.

4. Working knowledge of Epic CareConnect systems to complete on-line transactions, including appointment scheduling, procedure scheduling, the encounter registration system, hospital lab results and medical reports.

5. Team Building Skills to include prior supervisory experience.

6. Skill in monitoring complex clinician appointment schedules.

7. Ability to elicit salient clinical information such as presenting complaints from patients and referring professionals, and make appropriate assignments based on established guidelines.

8. Skill in listening perceptively, conveying awareness and responding to patients and visitors with health concerns using tact and discretion.

9. Skill in speaking clearly and distinctly in person and over the telephone, using appropriate grammar and vocabulary in order to share information, effectively communicate, share and obtain information with persons from diverse social, economic and cultural backgrounds.

10. Ability to triage patient issues to achieve resolution.

11. Ability to interact diplomatically and sympathetically with patients, their families, and the general public in a high volume, continuous public contact setting.

12. Skill in performing with frequent interruptions and/or distractions including the ability to accept equivocal circumstance and respond to changing priorities and deadlines.

13. Typing ability to prepare forms, manuscripts and correspondence with speed and accuracy.

14. Skill in operating a computer including work processing software and the ability to enter and maintain accurate patient appointments and schedules utilizing an on-line computer database system.

15. Ability to maintain equanimity in the face of resistance, indifference and hostility.

16. Skill in working independently and following through on assignments with minimal direction and in setting priorities which accurately reflect the relative importance of assignments.

17. Ability to accept directions from supervisors and act promptly.

18. Knowledge of medical terminology.

19. Working knowledge of medical insurance plans and types of coverage provided.

20. Spanish speaking skills - Preferred

21. Ability to maintain Charge Worklist in CareConnect - REQUIRED

22. Ability to maintain Charge Document Reconciliation Process- REQUIRED

UCLA Health welcomes all individuals, without regard to race, sex, sexual orientation, gender identity, religion, national origin or disabilities, and we proudly look to each person’s unique achievements and experiences to further set us apart.