What are the responsibilities and job description for the Office Manager position at University of Colorado?
Office Manager
UCCS Wellness Center
Elevate Your Career at UCCS: Innovate, Inspire, and Impact in the Rockies!
Who We Are
The University of Colorado Colorado Springs (UCCS) is a premier educational institution that prides itself on academic excellence, research, and community engagement and is actively seeking a Office Manager to join our team! UCCS offers a diverse and inclusive learning environment that fosters innovation, growth, and the holistic development of its students. The work location for this position is on-site/hybrid eligible. This position is Exempt from the Fair Labor Standards Act (FLSA) overtime provisions.
At the base of the Rocky Mountains, Colorado Springs is captivated by its stunning landscapes, making it a paradise for nature lovers. This city is more than its scenery—a mosaic of history, arts, and a vibrant tech scene. We invite you to join a community that cherishes outdoor adventure as much as forward-thinking growth, an exceptional setting for both career and lifestyle.
Salary Range: $50,000 - $62,880 annually. Compensation will be commensurate upon experience and qualifications.
Benefits at a Glance
At UCCS, our employees are our most valued asset. We're proud to offer:
- Generous Time Off: Enjoy 22 vacation days, 10 sick days, paid parental leave, 13 recognized holidays, and provisions for bereavement, jury duty, and FAMLI Leave.
- Robust Health Coverage: Our comprehensive medical plans cover preventative care at no cost, including a yearly mental health visit. Plus, benefit from affordable dental, vision plans, and competitive prescription drug prices.
- Financial & Retirement Benefits: Take advantage of our health savings, flexible spending accounts, and life and disability insurance. Plan for your future with our retirement options.
- Further Your Education: Avail nine waived credits per academic year for courses at any CU campus. We invest in your educational and professional growth.
- Wellness & More: From wellness programs aimed at achieving your best self to various additional benefits through CU Advantage, we prioritize well-being and holistic development.
- Want to know your total compensation? Use our calculator to get the complete picture!
Summary
This position is responsible for providing direct oversight of Wellness Center front office operations, and supervision of front office professional and student staff. Employee is responsible for oversight of ordering and reconciling payment for office and medical supplies and services, establishing and maintaining relationships with various vendors, campus and community partners, assisting staff with IT and Human Resources needs, maintaining office compliance standards, managing state mandated immunization compliance, maintaining licensure and other required certifications and trainings for providers and clinicians, and daily financial operations.
Essential Functions
The duties and responsibilities of the position include, but are not limited to:
- Maintains money management for the clinic.
- Compiles weekly deposit.
- Communicates regularly with Bursar, establishes and maintains payment/charge policy with the Bursar’s office for those patients with outstanding balances, state collection accounts, as well as missed appointment fees.
- Reviews the student fee payments for patients’ access to services and works directly with the Bursar’s office and other university officials on student fee related issues.
- Completes (or assists the assigned administration and finance staff in completing) journal entries for the Wellness Center including athletic and ROTC office visits, veteran and military affiliated student service fees (VMA), reconciliation, obsolete inventory, and transfers between Wellness Center and other departments for supplies and services.
- Manages emergency funds transfers and gift funds and creates monthly invoices sent to VCEMSA accounting for payment of services.
- Oversees facility services for unit through ordering supplies, and monitoring cleaning and maintenance of the unit space.
- Places work requests in a timely manner.
- Responsible for ordering signage, name tags, business cards, prescription pads and other items from the print shop.
- Regularly performs price comparisons for services and products for the clinic to ensure the unit is receiving optimal pricing.
- Purchases supplies and contracts services needed for work unit.
- Serves as one of the Wellness Center Super Users for Medicat electronic medical record and scheduling system.
- Responsible for managing transaction codes, pricing appointments, reasons, and staff permissions in Medicat.
- Responsible for managing Medicat user activation and deactivation.
- Responsible for overseeing building and modifying care provider schedules in Medicat.
- Responsible for loading bi-monthly and monthly payroll for Wellness Center staff in HCM.
- Develops and maintains training and operations manuals to be used by the Wellness Center front office staff.
- System administrator for immunization compliance program.
- Establishes policies and procedures for student records, EMR data input, and transfer data to CU-SIS.
- Responsible for transfer of immunization records between Wellness Center EMR and CIIS state record database.
- Completes annual immunization report for Colorado state compliance.
- Maintains medical records purging system within guidelines for UCCS record retention requirement and trains front office personnel to assist with maintaining it.
- Prepares records for state, system and campus audits as necessary and communicates with Wellness Center Executive director and Assistant Vice Chancellor for Health and Wellness any questions and concerns.
- Works with Human Resources department for entry and updating of job descriptions in HCM system.
- Serves as the liaison between Wellness Center and IT services.
- Responsible for taking the WC computers to IT for new builds, rebuilds, updates.
- Coordinates ordering new IT equipment for the unit and maintaining an updated inventory of this equipment.
- Responsible for fielding staff IT issues and trouble shooting problems.
- Contacts IT for help when necessary and schedules IT work orders for the unit.
- Position is responsible for maintaining student employee files and managing payroll for all Wellness Center student employees.
- Responsible for interviewing and hiring front office student employees and assisting other professional staff with this process for hiring other Wellness Center student employees.
- Maintains current security protocols for credit card transactions.
- Responsible for training staff on security protocols and procedures, reviewing and updating protocols at least annually, and preparing and submitting annual merchant account report.
- Maintains current records for staff compliance forms, licenses, certifications, mandatory trainings, and malpractice documents.
- Ensures all staff have completed required trainings and signed annual forms.
- Trains new staff on emergency operations, assists with updating emergency protocols and conducting regular emergency trainings for staff.
- Responsible for staffing the front desk when staffing shortage happens.
- Responsible for helping directors interview and hire office staff.
- Responsible for training all student employees in Wellness Center operations and coordinating with students’ co-supervisors to meet student employment requirements.
- Trains new Mental Health Services interns and other trainees on Wellness Center office protocols each semester.
- Responsible for managing Wellness Center group room use and reservations for Wellness Center services and staff meetings/activities.
- Represents the Wellness Center in campus meetings and events.
- Must have experience in a medical, dental, or counseling office setting.
- Experience managing staff is required.
- To qualify applicants must have experience with compliance and confidentiality related issues required within a medical clinic.
- Experience managing day-to-day financial operations of clinic.
- Experience working with an electronic medical records system is a must.
- Experience in Excel is required.
- Preferred applicants will have either an Associates or Bachelor's degree in a health or business related field.
- Experience with immunization compliance is preferred.
- Highly qualified applicants will have experience working in a college setting.
Tentative Search Timeline
- Priority will be given to applications submitted by: March 31, 2025.
- Potential interview dates: April 1, 2025 - April 7, 2025.
- Potential start date: April 14, 2025.
UCCS is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
In accordance with the Equal Pay for Equal Work Act, UCCS does not discriminate based on sex in our employment or compensation practices.
Salary : $50,000 - $62,880
