Office Administrator, Student Health Center

Summary

Position Title

Office Administrator

Department

Student Health Center

Status

Full Time/Exempt

Position Summary

The Office Administrator for the Student Health Center at Jacksonville University is a full-time 12-month exempt position. This individual will work closely with the Executive Director of the Student Health Center to oversee the day-to-day operations of the clinic. Additional responsibilities include developing and maintaining operational practices related to scheduling, budgeting/financial management, inventory/supply management and purchasing, data/record keeping and reporting, and organizational flow oversight to ensure a smooth and efficient functioning of the clinic. This individual is identified as the EMR superuser/administrator and works closely with internal and external support teams. The Office Administrator is a member of the SHC Executive Committee who has the responsibility of ensuring the clinic remains within regulations and guidelines related to OSHA, HIPAA, FERPA, and ambulatory health care on a college campus. 

Administrative Duties:

• Oversee the day-to-day operations of the SHC to ensure an organized, steady workflow.
• Supervise the Front Desk Coordinator and provide guidance/feedback as needed.
• Serve as a member of the Executive Committee for the SHC.
• Develop the provider clinic schedule to ensure adequate coverage for services provided within the SHC.
• Participate in various university and community activities as designated by the Executive Director to support the needs of the SHC.
• Work with Keigwin School of Nursing clinical coordinators to establish and maintain clinical site rotations for the education of JU health care professionals.
• Work in collaboration with the Executive Director of the SHC to develop an annual budget and report as well as provide updated financial forecast projections throughout the year.
• Develop, organize, and maintain record keeping processes to ensure ease of access and accuracy of data collection.
• Collect, integrate, and report data to the Executive Director as necessary to meet the needs of the SHC.
• Maintain the confidentiality, security, and physical safety of data on patients and SHC personnel.
• Oversee the day-to-day processing of all business transactions relating to the procurement of goods and services and disbursement of funds.
• Coordinate the billing of students for SHC services and work collaboratively with the Registrar’s office to ensure SHC related fees and charges are processed appropriately.
• Monitor SHC spending and advise the Executive Director of the SHC the status of funds.
• Maintain the personnel policies that have been established and implemented to facilitate attainment of the mission, goals, and objectives of the SHC.
• Manage personnel and payroll activities.
• Work with the Executive Director to conduct the SHC Orientation Program and onboarding process for new hires.
• Maintain SHC personnel files.
• Manage the process for ordering and purchasing medical and office supplies.
• Maintain the health information system and act as the “superuser” for the EMR system.
• Act as the direct liaison with EMR vendor and internal JU system interfaces (i.e., IT and Registrar office).
• Work with outside vendors and serve as the primary contact for the SHC.
• Assumes additional responsibilities as assigned by the Executive Director of the SHC.

Special Skills

• Previous experience in healthcare
• Experience in a healthcare managerial role
• Strong leadership qualities
• Ability to take initiative and problem-solve a broad scope of areas
• Ability to strategically plan, set goals, and implement sustainable solutions within a healthcare facility
• Strong organizational skills
• Detail-oriented, meticulous record keeper, and ability to consistently report data
• Excellent written and verbal communications skills

Work Conditions

• Work is primarily indoors but requires incumbent to be in an outdoor environment when travelling between campus buildings or engaging in relevant outreach activities.

Physical Requirements

• Must be able to lift and carry equipment or supplies weighing up to 30 pounds
• Must be able to sit for long periods of time.
• Adequate hearing to communicate effectively in person or by phone.

 

Prerequisites Required for Position

Minimum Education Requirement

• Bachelor of Science in Business Administration or a healthcare related field.
• 2-3 years of experience in an administrative leadership role in a healthcare office.
• Must have substantial and in-depth experience working with and navigating through an EMR system.
• Must possess comprehensive MS Office Suite proficiency, specifically Excel.
• Must have excellent time management, multitasking, and organization skills as well as the ability to provide independent judgment and access relevant resources with minimal supervision.
• Demonstrated ability to work with diverse student groups.
• Successfully pass a background check.
• Able to work traditional hours of M-F 8:00am - 5:00pm with flexibility to occasionally adjust schedule based on the needs of the health center.

Preferred Qualifications

• Experience working in higher education.
• MSN in Leadership or MBA.
• Documented vaccination against OSHA requirements for a healthcare facility.

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Please submit a resume, curriculum vitae, and JU Staff Employment Application. All application materials are to be sent to Dr. Elaine Borne at eborne@ju.edu.