Suddenly, I was a Supervisor

I had written this back on February 28th, but didn't publish it. It was an important learning moment for me in my career, though, so I want it to be on record.

Let me introduce our main office administrative team to you:

Janet - residency manager

Nilu - fellowship coordinator

Amy - residency coordinator, administrative associate

Melissa - administrative assistant (formerly Amy's position)

Janet came to me yesterday and let me know Melissa was taking time off. She asked me if I wanted a copy of her forms. Two things went through my head:

1) Why would I need her forms? Why would I care?

2) Shouldn't Maria (executive assistant and head admin of department) get the forms?

I asked Janet about this and she said that she (Janet) and I were Melissa's direct supervisors. Umm...what? I was pretty sure Maria was her supervisor. In the past, the previous fellowship coordinator was on the verge of being let go because she had reported to the incorrect person...at least those were the reasons brought against her. Janet had talked to Maria, though, who said that, no, we were in charge: Janet was the manager over here and I knew exactly what Melissa was in charge of and what she was supposed to be doing. Therefore, we were her supervisors. 

I felt a sinking feeling in my stomach. It wasn't that I didn't want this responsibility, I just felt bad because sometimes I lost patience with Melissa. Many times I've wondered why she's asked me certain questions...why can't she take some initiative and figure them out herself? Or I've wondered why she needs help writing an email or why she isn't quick and snappy about things like me. I've always answered her questions, helped her with emails, never mentioned her work pace, but I've been silently judgmental about it. Now that I realize I'm professionally responsible for her...I feel terrible about it. 

Training someone is challenging. I keep trying to remind myself that when I start new jobs, I feel like the dumbest person ever. I repeat questions over and over again and I forget things. There are also things you don't think about...like how to correspond with others appropriately. There's a system of class levels and formality within the hospital and between other academic institutions. You have to learn how to communicate between the classes - how you address people, how you phrase what you want without offending them, or even if you should be sending them email or calling them at all (you don't email chairs of departments directly, for instance - you talk to their assistants). There were times when I asked my coworkers how to say things...because I didn't know a professional way to do so. I forget this sometimes. I forget how much I've learned, especially when it comes to "invisible" skills. 

Overall, Melissa does a great job. She's positive and gets along with the doctors. She does everything they ask and gets tasks done on time. Who am I to complain that she's not high-strung like me about details? Or that she isn't rushing around. Maybe she is...I sit in the back and only see her about half the day anyway.