Student Wellness Services Office Manager

Job Summary

Maintains a complex office providing student wellness needs in health and counseling. Performs clerical duties in maintaining records and taking care of administrative duties including supervising staff and student workers. Interfaces with outside vendors and assists director with budget functions data tracking and coordination of departmental activities meetings and events.

Required Duties and Responsibilities

• Oversee daily clinical operation of medical and counseling services
• Supervise staff and student employees

A. Licensed Vocational Nurse (LVN)

• • Assists the Physician when needed (vitals clinical tasks referrals venipuncture vaccination medicaltesting results)
  • Responsible for the cleanliness of the examination rooms and laboratory area.
  • Refills supplies in the examination rooms as needed.
  • Monitors and restocks Student Health Services First Aid kit.
  • Monitors and restocks Residence Hall medication/first aid kit.
  • Inventory (vaccines medication supplies).
  • Referrals Follow-up calls
  • After-hours Emergency Facilitation
  • Transportation
  • All other responsibilities noted on LVN job description.

B. Student front office workers

• • Clerical tasks
  • Medical records management
  • Scheduling patient/client appointments
  • Mail pick-up and drop-off
  • Transportation
  • Provide supportive tasks to Providers and Therapists as needed.

• Staff management

A. KRONOS & timesheets
B. Weekly schedule monthly On-call schedule staff recruitment interviews & hiring training assessments

• Facilitates communication

A. Screens calls to the Director
B. Notifies the Director of any problems concerning either direct or indirect patient/client care
C. Makes referrals
D. Schedules appointments
E. Answers questions regarding requirements health insurance and department practices and procedures
F. Designs and produces office forms brochures and flyers in collaboration with Director Associate Director of Counseling Services and Medical Director
G. Responsible for coordinating modifications to department website with student life/university webmaster

• Serves as Public Relations representative for Student Wellness Services interfacing with:

A. Potential students and their families
B. Outside vendors (Quest Labcorp TCI Combustion Services The Doctors Company Riverwalk Pharmacy SimonMed Imaging Point & Click Moore Medical NuCare Office Depot 4Imprint)
C. Mid-level and upper-level management of various departments at La Sierra University.

• Assists Director in the following areas

A. Budget functions

1. 1. Prepares paperwork for departmental financial transactions
   2. Monitors technology and equipment needs replacement and maintenance
   3. Aligns funding availability with travel projections
   4. Aligns budget allotments with departmental supply needs
   5. Orders office and medical supplies as needed
   6. Keeps accurate and updated records of expenditures
   7. Department credit card reconciliation

B. Tracks data (includes monitoring reporting and managing records)

1. 1. Equipment usage and availability
   2. Annual report
   3. Fee schedules
   4. Staff performance assessment
   5. Patient/client satisfaction survey
   6. Contract management
   7. Department vehicle management

C. Employee testing/training

1. Annual Tuberculosis screening
2. CPR training
3. AED training
4. Customer Service training
5. Clerical Skills training
6. HIPAA Compliance training

• Coordinates departmental activities meetings and events

A. Annual purge of medical records
B. Annual departmental Spring-cleaning
C. Scheduling staff meetings
D. Renovation and reorganization of office
E. Preparation for OACS orientations
F. Preparation for H.U.B. Fair Sexual Health Awareness Week and Wellness Fair

• Point & Click Electronic Health Record System(EHR)

A. Implementation meaningful use and technician
B. Training of staff and student workers

• Monitors loaning of department equipment e.g. crutches walker wheelchair diffuser etc.
• Manages and maintains administrative Department Records
• In-house IT specialist for minor software and hardware problems with department equipment
• International student insurance enrollment management
• Department HIPAA coordinator
• Vaccine Coordinator for Vaccines For Children (VFC) Program
• Public Access Defibrillator Program coordinator

Qualifications:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed
below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.

Education/Experience:

Bachelors degree (B. S. or B.A.) from four-year college or university; two years medical office or related experience and/or
training; or equivalent combination of education and experience.

Language Ability:

Ability to read analyze and interpret common scientific and technical journals financial reports and legal documents. Ability to
respond to common inquiries or complaints from customers regulatory agencies or members of the business community. Ability
to write speeches and articles for publication that conform to prescribed style and format.

Math Ability:

Ability to calculate figures and amounts such as discounts interest commissions proportions percentages area circumference
and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

Ability to define problems collect data establish facts and draw valid conclusions. Ability to interpret an extensive variety of
technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Computer Skills:

Expertise in Microsoft Office. Experience using Banner. Ability to learn FileMaker Pro and Point and Click (EHR). Ability to
type 70 wpm.

Supervisory Responsibilities:

Ability to direct student workers and subordinate staff.

Additional Requirements:

Candidate must be a member of the Seventh-day Adventist Church. Incumbent must have strong leadership organizational multi-
tasking and project management skills. They should also be solution-oriented as well as be a highly motivated self-starter. Ability
to maintain office student and departmental records. Ability to provide assistance to the Department chair staff and contract
instructors. Ability to be able to prioritize job assignments and to meet deadlines. Ability to understand budgets and be able to
assist the chair in maintaining the budget as well as in writing contracts.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the
essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
While performing the duties of this job the employee is occasionally exposed to work near moving mechanical parts; fumes or
airborne particles and risk of electrical shock. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific
vision abilities required by this job include Close vision Distance vision Peripheral vision Depth perception and Ability to adjust
focus. While performing the duties of this Job the employee is regularly required to sit; use hands to finger handle or feel and
talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance and stoop kneel
crouch or crawl.

Wage Range: $22.30 to $26.25 per hour Hour plus Generous Benefits