USC Human Resources Administration

Job code: 111089Clinical Office Manager

Grade: I |Overtime eligible: No |Date approved: December 6, 2004

Summary

Performs complex and varied administrative assignments. Assists in management of clinical or research sub-department unit operations. Typically reports to division chief, principal investigator, administrative director or other senior administrator. This position supervises clerical, secretarial and/or other administrative support functions, rather than directly performing these duties.

Accountability

Priority Time (%) Task (Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.)


% Serves as office manager. Supervises at least two full-time staff or the equivalent, coordinates personnel actions for sub-department unit staff and/or faculty. Oversees records and filing systems, controls equipment and supplies and coordinates electronic information systems and facilities and space planning for operations and staff reporting to supervisor. Examines workflow and revises processes to improve efficiency, as needed. These functions may be performed for USC and/or other affiliated institutions.


% Assists in developing sub-unit policies and procedures and coordinating implementation. Communicates or documents. Develops forms, flowcharts and system requirements. Trains as required.


% Reviews, analyzes and makes recommendations to supervisor regarding requests submitted by sub-department staff; e.g., expenditure or personnel requests.


% Reviews, prioritizes and responds to correspondence and incoming calls directed to supervisor. Researches requested information or takes necessary steps to address issues and resolve problems. Reports actions taken to supervisor.


% Acts as liaison between supervisor and his/her subordinates for communicating information, assignments, priorities and special requests. Monitors status of pending items and follows-up, as needed.


% Researches, gathers, organizes and summarizes data for reports. Analyzes data for trends or conclusions and presents results and recommendations to supervisor.


% Develops and administers budget. Gathers pertinent data to develop projections. Authorizes expenditures within established limits. Tracks and monitors budget activity and analyzes variances. Produces interim financial reports.


% Acts as liaison between supervisor and sensitive, confidential or high-profile contacts outside of the sub-department unit with significant contact with department chairman and administration.


% Participates in proposal development. Assists in preparation of pro-forma budgets as needed.


% Participates in contract and grant administration. Interacts with department and university contract administrators and agency representatives to provide information and coordinate on-site visits.


% Participates in the development and operation, as needed, of the clinical practice of the faculty including billing/collections, patient services, patient scheduling, marketing and other related practice functions as directed by the Department.


% Plans and coordinates special events, conferences and/or seminars. Develops promotional materials. Negotiates with vendors for sites, facilities, guest accommodations and meals.
Essential % Develops and implements security related procedures such as office opening and closing routines, recognition of duress signals and key controls. Coordinates security activities with university public safety department. Promotes and maintains standards for security conscious awareness and behavior. Maintains knowledge of university's crime prevention and suppression programs and services. Ensures dissemination of security related information to staff.
Emergency response/recovery:    
In the event of an emergency, the employee holding this position is required to "report to duty" in accordance with the university's emergency operations plan and/or the employee's department's emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed.

Qualifications

Minimum education Preferred education
  • Bachelor's degree
  • Combined experience/education as substitute for minimum education
Bachelor's degree
Minimum experiencePreferred experience
2 years  
Minimum field of expertise Preferred field of expertise
Office management combined with experience in general administration. Ability to use financial management software. Office management experience combined with specialized knowledge of university polices and procedures, preferably those of USC, research and/or group practice/medical hospital management.
SkillsMachine/equipment
  • Analysis
  • Assessment/evaluation
  • Budget control
  • Budget development
  • Communication—written and oral skills
  • Conflict resolution
  • Counseling
  • Interpretation of policies/analyses/trends/etc.
  • Interviewing
  • Organization
  • Planning
  • Problem identification and resolution
  • Research
  • Scheduling
  • Staff development
  • Supervisory skills
  • Teaching/training
  • Adding machine/calculator
  • Computer network (department or school)
  • Computer network (university)
  • Computer peripheral equipment
  • Fax
  • Photocopier
  • Word processor
Supervises level
Supervises employees and student workers performing administrative, clerical/secretarial work
Comments
 

Signatures

Employee: Date:
Supervisor: Date:

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The University of Southern California is an Equal Opportunity Employer