Operations Supervisor - Medicine Specialties
The University of California, San Diego
About this position
Position Description
Under the supervision of the Associate Director, the Supervisor is responsible for overseeing day-to-day clinic operations, workforce management, operational analytics, and process improvement initiatives within a complex ambulatory healthcare environment. This role provides direct supervision of operational staff while leading strategic, data-driven initiatives focused on improving patient access, operational efficiency, workflow optimization, staffing operations, and overall service performance. The Supervisor serves as an operational leader and subject matter expert responsible for monitoring key operational metrics, analyzing performance trends, and developing actionable recommendations that support organizational goals and high-quality patient-centered care delivery. The incumbent partners closely with operational leadership, providers, clinical teams, Human Resources, Information Services, and cross-functional stakeholders to implement operational improvements, optimize workflows, and support strategic initiatives across the division. Key responsibilities include oversight of daily staffing operations, workflow coordination, productivity management, attendance monitoring, timekeeping approval, vacation and leave request management, operational coverage planning, onboarding, staff training, and performance support. The Supervisor is responsible for ensuring operational continuity, maintaining compliance with institutional policies and regulatory standards, and promoting accountability, collaboration, and service excellence across the team. The role also has significant responsibility for operational reporting and analytics, including development and maintenance of dashboards, scorecards, and executive-level reports utilizing Epic SlicerDicer, Tableau, Reporting Workbench, Excel, and other business intelligence tools. The Supervisor monitors key performance indicators including access metrics, scheduling efficiency, staffing productivity, patient throughput, template utilization, no-show rates, and patient experience trends to support data-informed operational and strategic decision-making. In collaboration with leadership, the Supervisor leads and supports process improvement initiatives utilizing Lean methodologies, Six Sigma principles, workflow redesign strategies, root cause analysis, and change management techniques to improve operational performance, standardization, and efficiency. The incumbent assists with implementation and sustainment of departmental initiatives, operational projects, system enhancements, and organizational priorities while supporting a culture of continuous improvement and operational excellence. The ideal candidate will possess strong leadership, analytical, communication, and project management skills, with demonstrated experience in healthcare operations, workforce management, operational analytics, and performance improvement within a fast-paced ambulatory care environment. Advanced knowledge of Epic reporting functionality, healthcare operations, business intelligence platforms, and operational workflow optimization is highly desirable. PMP certification, Lean Six Sigma Black Belt certification, and advanced experience with Tableau and enterprise-level reporting tools are strongly preferred.
Qualifications
Bachelor's degree in business, healthcare administration or related area and / or equivalent combination of experience/training. Five (5) or more years of relevant experience. Demonstrated supervisory and organizational skills to effectively supervise staff and to manage the complex workflow and multiple priorities involved with clinic / center administration. Strong knowledge of practice operations, patient-scheduling systems, medical and insurance terminology, applicable information systems, patient service standards, and regulatory requirement and best practices. Strong knowledge of human resources management policies, with the ability to train, monitor, evaluate, and document human resources issues and performance, and to participate in decision-making on human resources matters. Strong analytical and critical thinking skills, with the ability to quickly analyze problems, determine appropriate level of intervention, and develop and apply effective solutions. Strong interpersonal skills for effective collaborations with all levels of management and staff, consultants, and outside agencies. Strong written and verbal communications skills, with the ability to train and mentor subordinates, to convey complex administrative, clinical, and technical information in a clear and concise manner, and to prepare and present a variety of reports, documentation, analyses, and project proposals. Strong knowledge of business software and specialized applications and data management systems used in clinic / center operations.