Description:

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Exemption Status:
Exempt

Hiring Range:
$68,369.60 - $123,073.60
Please note that the final offer may vary within this range based on a candidate’s experience, skills, qualifications, and internal equity considerations.

Schedule Details:
Monday through Friday

Scheduled Hours:
8A-4P

Shift:
1 - Day Shift, 8 Hours (United States of America)

Hours:
40

Cost Center:
34000 - 1035 Anesthesiology Admin

Union:
SHARE (State Healthcare and Research Employees)

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

I. Position Summary

The Operations Supervisor is responsible for the administration and oversight of operational and general business functions within assigned department(s) or division(s), including both clinical and academic components where applicable. This role serves as a key member of the management team, supporting senior leadership while ensuring efficient, compliant, and high-quality operations.

The Operations Supervisor provides direct supervision of administrative and medical support staff, coordinates daily operations, and leads initiatives to improve performance, standardize processes, and enhance patient and caregiver experience.

II. Major Responsibilities

1. Operations Oversight
• Coordinate and oversee daily operations to ensure efficient workflow and high-quality service delivery
• Ensure the smooth and effective functioning of assigned operational areas
• Supervise operations through effective use of internal and external resources
• Independently resolve routine operational issues and escalate complex matters as needed
• Develop and maintain collaborative relationships with clinical, administrative, and system-wide stakeholders
• Support department leadership (e.g., Chairs, Division Chiefs, Administrators) in operational, organizational, and personnel matters
• Facilitate onboarding and offboarding processes for staff and providers, including coordination of necessary HR, payroll, credentialing, and departmental paperwork to ensure compliance and continuity of operations
• Serve as a liaison for staff regarding workflow, scheduling, and operational questions, helping to minimize disruptions to daily operations
2. Financial and Business Operations
• Support budget controls, including monitoring expenditures and ensuring alignment with financial targets
• Assist with revenue cycle activities, including billing, collections, and reimbursement optimization
• Review financial, operational, and productivity reports; identify trends and recommend improvements
3. Process Improvement and Performance
• Apply continuous improvement methodologies, including Lean principles, to enhance efficiency and effectiveness
• Lead or support initiatives focused on standardization, workflow optimization, and operational performance improvement
• Collect, analyze, and report operational metrics to inform decision-making and support data-driven improvements
4. Compliance and Regulatory Support
• Support implementation of compliance programs and processes related to regulatory and organizational requirements
• Ensure departmental readiness for audits and reviews, maintaining adherence to policies, procedures, and regulatory standards
• Assist in coordinating compliance-related requirements for staffing, credentialing, and operational workflows
5. Administrative and Strategic Support
• Provide advanced administrative support to senior leadership
• Review, analyze, and troubleshoot routine operational reports (e.g., weekly and monthly)
• Prepare reports, analyses, and presentations as requested
• Coordinate projects and cross-functional initiatives
• Develop and revise policies and procedures to support operational efficiency and effectiveness
• Support departmental initiatives and special projects as assigned by leadership, ensuring alignment with organizational priorities and goals
6. Standard Staff Level Responsibilities: Supervisor
• Supervises assigned personnel including performance evaluations, scheduling, orientation, and training. Makes recommendations on employee hires, transfers, promotions, salary changes, discipline, terminations, and similar actions. Resolves grievances and other personnel problems within position responsibilities.
• Coordinates the assignment of tasks and helps resolve technical and operational problems. Evaluates the impact of solutions to ensure goals are achieved.
• Provides effective direction, guidance, and leadership over the staff for effective teamwork and motivation and fosters the effective integration of efforts with system-wide initiatives.
• Encourages and supports diverse views and approaches, creating an environment of professionalism, respect, tolerance, civility and acceptance toward all employees, patients and visitors.
• Integrates diversity into departmental objectives, such as hiring, promotions, training, vendor selections, etc.
• Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
• Ensures compliance with regulatory agencies such as Joint Commission, DPH, etc. Develops and maintains procedures necessary to meet regulatory requirements.
• Ensures that department complies with hospital established policies, quality assurance programs, safety, and infection control policies and procedures.
• Ensures adequate equipment and supplies for department.
• Develops and maintains established departmental policies, procedures, and objectives.
• Ensures compliance to all health and safety regulations and requirements.
• Performs similar or related duties as required or directed.
All responsibilities are essential job functions.

III. Position Qualifications
License/Certification/Education:
Required:
1. Associate’s degree in Business Administration, Healthcare Administration, or related field
Preferred:
1. Bachelor’s degree in Business Administration, Healthcare Administration, or related field
Experience/Skills:
Required:
1. 3 years of relevant experience
2. 1 year of supervisory experience
3. Strong leadership, interpersonal, and communication skills
4. Ability to work independently and manage multiple priorities
5. Advanced organizational, analytical, and problem-solving skills
6. Experience with financial and operational reporting
7. Proficiency in Microsoft Office and healthcare systems
Preferred:
1. Experience with process improvement methodologies (e.g., Lean)
Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements.

Responsible for the administration of the operational and general functions of the Department of Anesthesia & Perioperative Medicine, focusing on the clinical components of the Department. The Operations Supervisor reports to the Administrator in the Department.

1. Leads weekly meetings with the scheduling and operations colleagues.

2. Oversees provider recruitment and onboarding process, which includes processing all necessary HR, payroll and Medical Staff paperwork of key stakeholders. Monitors new provider activity to ensure compliance with offer letters. Works with the Marketing Department to promote new physicians and services. 3. Works with Medical Staff Services to ensure hospital privileges and physician credentialing are completed on time. Oversee on-boarding process of new physicians.

4. Manages vendor relationships that are critical to departmental success, including staffing agencies and managed service providers. This includes the management of internal and external weekly planning meetings, daily communication with agency partners and execution of vendor agreements.

5. Manages scheduling database (QGenda) and ensures accuracy of departmental staffing data, including relevant time grids, contract labor data, etc.

6. Precisely maintains PTO balances within the scheduling software. Collaborates with clinical leaders (e.g., Chief CRNAs, CRNA Scheduling Coordinators, Medical Director of Staffing, Clinical Vice Chair) to ensure timely response to providers’ requests for PTO and scheduling change requests. Acts as a liaison with physicians and staff regarding questions and concerns around scheduling and operations.

7. Serves as a partner for ambulatory based clinical teams, helping to ensure operational excellence of non-operating room anesthesia (NORA) sites.

8. Develops collaborative relationships with hospital clinic management. Works with scheduling team to ensure timely and accurate creation of clinical schedules for new and existing providers and advanced practice practitioners, both in OR and in NORA sites.

9. Demonstrates flexibility and confidence in pivoting quickly to implement staffing changes to minimize disruptions in patient care daily. Creates and performs data analytics on staffing metrics and performance to the service level agreement (SLA) capacity plan.

10. Manages provider departures which includes processing all necessary HR, payroll and Medical Staff paperwork and informing patients of provider departures. Oversees that departing provider clinics are closed, patients are cancelled and rescheduled with other providers.

11. Evaluates methods and procedures or develops alternative techniques for processing work or improving the operating efficiency/effectiveness of the Division.

12.Works with the Division Chiefs /Administrator regarding HR, Legal and Finance issues.

13. Works in conjunction with Department Leadership on service line operational growth and improvement, including management of special projects as assigned by Senior Leadership.

14. Works with the Administrator to assure that compliance policies are executed for the division and participating physicians.

15. Monitors and approves expenditures during the fiscal year ensuing compliance with staffing budget.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

We’re striving to make respect a part of everything we do at UMass Memorial Health – for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.

As an equal opportunity and affirmative action employer, UMass Memorial Health recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at talentacquisition@umassmemorial.org. We will make every effort to respond to your request for disability assistance as soon as possible.

About Us:

At UMass Memorial Health, everyone is a caregiver. No matter their responsibilities or title, every employee or "caregiver" fills an important role for our patients and their families every day. Who is a caregiver? It's not just the person who delivers the care. It's all the people who make it work ... and make it better. Caregivers give everything that helps patients heal, from expertise to extra attention. They give clean, comfortable rooms. Fast, accurate answers. And an easier, less stressful experience. They give warm, reassuring smiles, and helping hands. We are more than 16,000 employees, working together as one health system in a relentless pursuit of healing for our patients, our community and each other. And everyone, in their own unique way, plays an important part, every day.