Office Manager

The Student Health Center (SHC) Office Manager oversees daily office workflows and provides comprehensive administrative execution to ensure seamless front-office systems, exceptional patient services, and efficient clinic operations. Reporting directly to the Clinic Director, this position serves as the logistical anchor of the clinic’s reception environment. The Office Manager is a primary, hands-on contributor to daily office tasks. Working closely with the campus community, the Office Manager serves as a Christian role model, ensuring all administrative practices align with regulatory compliance and the University’s student-focused mission.

• Direct Administrative Contribution & Executive Support:
  • Clinic Communications:
    Share responsibility for answering primary clinic phone lines and managing general email inboxes, and accurately route messages to appropriate medical or administrative staff.
  • Patient Scheduling:
    Book, reschedule, and cancel patient appointments for medical practitioners, nurses, and specialists, optimizing daily clinic templates.
  • Stakeholder Relations:
    Respond efficiently and compassionately to questions and inquiries from students, parents, faculty, staff, and external healthcare providers.
  • Director Support:
    Maintain the Clinic Director's calendar; schedule meetings, coordinate travel logistics, and help compile data, files, or presentations to prepare the Director for university meetings.
  • Back-Office Administrative Support:
    Assist the nursing and clinical back-office team with non-clinical administrative tasks, such as scanning external medical records, filing, and managing documentation requests.
• Front Office Oversight of Operations & Workflow:
  • Model Best Practices:
    Serve as the central point of contact of the front office; model best practices in customer service, patient communication, and clinic policy adherence for student staff.
  • Workflow Optimization:
    In partnership with the Clinic and Medical Director, design, implement, and audit patient check-in/check-out workflows to minimize wait times and maximize patient satisfaction utilizing electronic health records (EHR) systems.
  • Facility Oversight:
    Act as the primary liaison for facility operations, managing building safety issues, office supply inventory, and submitting work orders for maintenance and repair.
  • Interdepartmental Liaison:
    Act as the central administrative point of contact for campus partners (e.g., Housing & Residence Life, Athletics, International Programs, International Student Services, Student Care Team, Counseling Center, etc.) to coordinate patient care.
  • Team Culture:
    Coordinate regular front-office meetings, training workshops, and team-building activities to foster a collaborative, professional, and mission-aligned office culture.
• Compliance, Privacy & Patient Relations:
  • HIPAA:
    In partnership with the SHC HIPAA Officer, safeguard Protected Health Information (PHI) in strict accordance with HIPAA and FERPA regulations, and deliver mandatory annual privacy training to student workers and staff.
  • Patient Intake Support:
    Guide patients through the appointment scheduling process, and serve as a primary resource to direct student insurance inquiries appropriately.
  • Referrals & Diagnostics Tracking:
    Manage the administrative components of the patient referral process to external specialists. Maintain a secure tracking ("tickler") system for specialist follow-ups and diagnostic reports to ensure continuity of care.
• Personnel Management: In collaboration with the Health & Wellbeing Coordinator, participate in all recruitment, interviewing, hiring, and scheduling for a team of 1 to 3 student employees.
  • Training Curriculum:
    Develop, document, and execute a formalized training and onboarding curriculum for…