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Medical Office Manager, Student Health & Wellness

Medical Office Manager, Student Health & Wellness

  • R0043569
  • Charlottesville, Virginia, United States
  • Health Services
  • The University of Virginia
The University of Virginia's Student Health and Wellness Center, Medical Services clinic is currently seeking a Medical Office Manager. The Medical Office Manager provides supervisory duties for a team of Medical Office Assistant staff in Medical Services which include training, troubleshooting, advising, and conducting Performance Management. They provide support to and serve as the liaison to Medical Services leadership, making recommendations for hiring, Performance Management, and discipline, but they do not have authority to carry out recommendations independently.

This position coordinates patient reception and appointment scheduling functions for all of Medical Services at Student Health. Coordinates all medical office assistant work schedules to ensure that telephones and reception areas are covered. Serves as main contact for providers seeking resolution of administrative issues.

Tasks and Responsibilities:
  • Create daily/weekly/monthly schedules for medical office assistants to ensure coverage is adequate.
  • Reviews timesheets and documents unplanned leave along with approved leave on Admin Outlook calendar.
  • Change/Update provider schedules in Medicat with appropriate approval. This duty could include creation of scheduling blocks, lunches, meetings, etc.
  • Supervises and coaches medical office assistants in performing customer services duties including answering telephones, patient check-in, referrals, radiology and appointment scheduling.
  • Provides back-up support to medical office assistants when volume and staffing requires.
  • Work on special projects as requested by leadership.
  • Assists in communicating policies and protocols to medical office assistants.
  • Provides input to the Director of Nursing Services on staff performance.
  • Process referrals to outside providers based on requests from Student Health and Wellness clinicians.
  • Enter referral data into referral database and keep referral contact list current.
  • Ensure that employees receive constructive feedback in interim as well as during annual evaluations. Documents performance conversations with staff that are timely, specific.
  • Provide staff meetings to educate and inform staff and to receive feedback.

The anticipated hiring range for this role is will be commensurate with qualifications and experience. This is an nonexempt-level, benefited position. The successful candidate will pass a background check and health/drug screen. This is a full-time position with UVa benefits. Employees benefits package highlights include:
  • 22 days of paid time off, increasing with service; 13+ paid holidays each year, in addition to paid time off
  • Parental and Community Service Leave
  • Health plan with options to meet healthcare and financial needs
  • Retirement through the Virginia Retirement System
  • Tuition and professional development benefits
  • Employee wellness program featuring activities to earn up to $500/year.


Education: High School Diploma

Experience: Six years of administrative experience in a health care environment including some experience leading or supervising others.


Please apply through Workday , and search for R0043569. Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs.’ Complete an application online with the following documents:

• Resume

• Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA’s standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three is required. For questions about the application process, please contact Michele Jarman , Academic Recruiter.


This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

COVID Vaccination Requirement and Guidelines

Please visitthe UVA COVID-19 Job Requirements and Guidelines webpageprior to applying for current information regarding vaccination requirementsandguidelines for employment at UVA.

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.


Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

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