Ambulatory Care Administration Supervisor - Otolaryngology

Job Summary

The Ambulatory Care Administration Supervisor plays a key role in fostering a culture of service excellence and patient-centered care. Under the direction of the Department Manager, this position is responsible for supervising the daily operations of one or more clinic locations, overseeing a large team of staff, and ensuring efficient, high-quality service delivery. The Supervisor promotes a positive and supportive work environment while maintaining accountability for workflows, staff performance, and patient satisfaction.

This position collaborates with multiple divisions within the Otolaryngology Clinic to provide leadership and oversight in key operational areas, including referral management, authorization and insurance coordination, surgical case coordination and scheduling, clinical support, compliance and quality assurance, team leadership, communication and stakeholder engagement, as well as data analysis and reporting.

Apply By Date: June 16^th, 2025 at 11:59 PM

Minimum Qualifications - For full consideration, applicants are encouraged to upload a license and/or certification if required for the position

• Bachelor's degree in a related area and/or equivalent experience/training
• 5 years of experience in an ambulatory medical setting
• Minimum 1 year of supervisory experience in an ambulatory setting
• Minimum 3 years of experience with surgery scheduling and block utilization monitoring in ENT
• Proficient in Epic
• Proficient in Microsoft Office programs
• Demonstrated ability to work independently with little direction
• Demonstrated decision-making skills that reflect the ability to supervise a specified unit of workers
• Must be able to represent the assigned unit, serving as a subject matter expert and resource person for the staff
• Problem-solving skills to independently define issues, create viable solutions, and exercise delegated authority to take action for prompt and satisfactory resolution
• Ability to seek appropriate assistance from others when the limit of delegated authority has been reached
• Interpersonal skills to establish and maintain effective working relationships with all co-workers; to consistently interact with patients and other members of the public with patience, courtesy, and professionalism both in person and on the telephone; and to effectively respond to individuals who may be angry or upset
• Ability to project an attitude of professionalism and service orientation, and be able to instill this attitude in staff
• Ability to communicate effectively (both orally and in writing) with all levels of staff, patients, and providers
• Organizational skills to prioritize, coordinate, and direct a variety of concurrent assignments in an effective and efficient manner
• Ability to adjust to changing workload or assignments and pressures of increased workload or deadlines
• Ability to establish priorities for own work within stated guidelines: respond flexibly to changes in priorities and maintain work effectiveness in a setting with a high volume of patient activity and frequent interruptions
• Knowledge of practices and protocols related to medical office procedures (i.e., medical terminology, appointments, medical records, insurance verification, cashiering, billing, etc.
• Knowledge of all pertinent laws, regulations, and guidelines governing medical records, confidentiality, privacy, and provision to others, including HIPAA
• Knowledge of health care insurance systems, which may include Medi-Cal, MediCare, HMO, PPO, fee-for-service, county funded coverage, and worker's compensation, sufficient to properly obtain and track authorizations, appoint patients, make referrals for consults, diagnostics and ancillary services, coordinate hospital services complete and submit billing documentation, and explain provisions and requirements to patients
• Ability to efficiently use computer system applications for all functions required for this position, including electronic mail, spreadsheets, word processing, and medical office management (i.e., scheduling, template maintenance, maintenance of demographic and insurance information)
• Filing skills to maintain logs and files of information in alphabetical, chronological, and/or numerical order, such that it is current and easily retrievable

Preferred Qualifications

• Minimum of 3 years of experience in surgery scheduling and block utilization monitoring with UC Davis Health
• Minimum of 5 years of experience in an ENT ambulatory setting
• Skills to interview applicants utilizing effective screening techniques
• Knowledge of standard hiring protocols
• Ability to objectively and constructively evaluate employee performances relating to specific job descriptions, standards of performance, and goals
• Ability to train, supervise, offer conflict resolution, and administer disciplinary action; initiate and follow through with corrective action up to and including dismissal
• Ability to understand human motivation and needs, and encourage employee development and initiative
• Administrative skills to oversee daily office operations; participate in the development of policies, procedures, and systems; handle facility, equipment, and supply needs
• Typing skills sufficient to use a computer keyboard for timely and accurate input and production
• Writing skills, using proper English grammar, spelling, and punctuation, sufficient to compose messages and/or routine correspondence, which is clear, concise, and easy to understand
• Bookkeeping skills sufficient to maintain accurate records of patient financial transactions, prepare related financial reports, balance cash box, and prepare deposits
• Ability to understand and follow industry process improvement methods to identify, plan, and implement. and measure outcomes
• Knowledge of template creation, management, and monitoring
• Demonstrated recent experience using Epic
• Knowledge of ICD-10, CPT, and HCPCS coding sufficient to identify services performed, including diagnoses, procedures, and supplies

Key Responsibilities

• 35% - Staff Supervision
• 25% - Additional Job Functions
• 25% - Coordination of Daily Operations
• 15% - Computer System Operations

Department Overview

The Department of Otolaryngology - Head and Neck Surgery at the UC Davis Medical Center provides comprehensive clinical services to patients throughout Northern California, from the Oregon and Nevada borders to Fresno and the Bay Area.

Our team of skilled physicians, residents, and staff delivers outstanding patient care in our otolaryngology (ear, nose, and throat) clinic, which has more than 20,000 visits per year. With more than a dozen specialty areas providing the highest quality care for the full range of conditions and complex diseases in the head and neck region, our department offers specialized expertise and the latest in medical technologies and treatment approaches to achieve excellent outcomes.

POSITION INFORMATION

• Salary or Pay Range: $2,593.87 - $4,616.86
  
• Salary Frequency: Bi-weekly
• Salary Grade: 21
• UC Job Title: AMBUL CARE ADMSTN SUPV 1
• UC Job Code: 004172
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100% Full-time
• Shift (Work Schedule): Monday-Friday (08 hours)
• Location: Glassrock Building, Sacramento, CA
• Union Representation: 99 - Non-Represented (PPSM)
• Benefits Eligible: Yes
• This position is 100% on-site
• THIS IS NOT AN H-1B VISA OPPORTUNITY

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources, and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial, and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations, and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html.

High-quality and low-cost medical plans to choose from to fit your family's needs

UC pays for Dental and Vision insurance premiums for you and your family

Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave

Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement

Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement

Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement

Access to free professional development courses and learning opportunities for personal and professional growth

WorkLife and Wellness programs and resources

On-site Employee Assistance Program, including access to free mental health services

Supplemental insurance offered, including additional life, short-term/long-term disability, pet insurance, and legal coverage

Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles

Retirement benefit options for eligible roles, including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

• UC Davis is a smoke and tobacco-free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis-owned or leased property, indoors and outdoors, including parking lots and residential space.
• Must be willing to work variable days (including weekends), hours, and locations as required to meet the business needs of the practice.
• May be required to fulfill medical records responsibilities, which may require the ability to retrieve and file bulky medical record charts (up to 3' thick) stored in filing cabinets and on shelves that may be above shoulder level and below waist level, and to efficiently transport multiple charts weighing 5 to 25 pounds throughout the medical office.

Special Requirements - Please contact your recruiter with questions regarding which activities apply by position.

• This is a critical position, as defined by UC Policy and local procedures, and as such, employment is contingent upon clearing a criminal background check(s) and may include drug screening, medical evaluation clearance, and functional capacity assessment
• The duties or functions of this position include the handling of cash (or cash equivalents)
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures, and training requirements

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

A Culture of Opportunity and Belonging

At UC Davis, we're committed to solving life's most urgent challenges and building a healthier, more resilient world. We believe in growing through every challenge, continually striving to improve, and welcoming new perspectives that strengthen our community. We recognize that a vibrant and innovative organization values both individual strengths and shared purpose. The best ideas often emerge when people with different experiences come together.

As you consider joining UC Davis, we invite you to explore our Principles of Community, our Clinical Strategic Plan, and our strategic vision for research and education. We believe you belong here. The University of California, Davis is an Equal Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.

To view the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to feel seen and valued, our recruitment process at UC Davis supports openness and authenticity. Research shows that some individuals hesitate to apply unless they meet every qualification. You may be an excellent fit for this role or the next one. We encourage you to apply even if your experience doesn't match every listed requirement. #YouBelongHere #CA-ZMCA-ZM

To learn more about our background check program, please visit: https://hr.ucdavis.edu/departments/recruitment/ucd/selection/background-checks


To apply, visit https://careerspub.universityofcalifornia.edu/psc/ucdmed/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=78793&PostingSeq=1&SiteId=5〈uageCd=ENG&FOCUS=Applicant

The University of California is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.





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About University of California Davis Health System

UC Davis is the home of the Aggies — go-getters, change makers and problem solvers who make their mark at one of the top public universities in the United States. Since we first opened in 1908, we’ve been known for standout academics, sustainability and Aggie Pride as well as valuing the Northern California lifestyle. These themes are woven into our 100-plus-year history and our reputation for solving problems related to food, health, the environment and society.Our 5,300-acre campus is in the city of Davis, a vibrant college town of about 68,000 located in Yolo County. The state capital is 20 minutes away, and world-class destinations such as the San Francisco Bay Area, Lake Tahoe and the Napa Valley are within a two-hour drive.

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