Front Office Manager

Staff Posting Details

Appointment: Temporary, part-time (.75 FTE) position. This position is anticipated to work full-time through May and transition to part-time hours during the summer months through July. Exact schedule to be determined with supervisor.

Work Location:
This position is based in Tacoma, WA, and is an on-campus role only.

Please note that we generally do not sponsor applicants for work visas for staff positions. Therefore, we generally require applicants for staff positions to be currently authorized to work in the United States on a full-time basis.

Position Summary:

CHWS office manager is responsible for the non-clinical aspects of the day to day operations in the Counseling/Medical office environment.

Essential Job Functions and Responsibilities:

• Supports medical and psychology staff. Answers telephones, greets visitors, and responds to inquiries from students, staff, faculty, and community members.
• Screens patients/clients to ensure appropriate, timely scheduling.
• Consult nurse, medical or psychology staff to triage emergencies.
• Provides immediate referral to nurse or psychologist for triage when a presenting concern is emergent.
• Assists with patient scheduling, registration, and medical records requests
• Supervises Front Office student workers
• Coordination of the day to day operations of the practice
• Supports patient/client check-in and check-out,
• Provides clerical assistance with computer projects, reserving space on campus, printing projects, and patient/client outcome surveys.
• Maintains copies of office forms and responds to requests for records, faxes, and manages office mail distribution.
• Promotes excellent customer service by all levels of the staff
• Maintains and manages all filing and organizational systems for the office
• Coordinates logistics for internal and external meetings and conferences
• Assists with management of CHWS website
• Coordinates with providers to create a clinical schedule
• Establish new staff privileges (e.g. keys, business cards, computer security, etc.).
• Coordination of internal and external vendors
• Supplies, furniture purchase and allocation
• Assists in special projects as needed

Budget Responsibilities

Responsible for office supply ordering.

Qualifications:

Required:

• High school diploma.
• Strong customer service skills and must be able to maintain confidentiality of medical/counseling records and contacts, remain calm in stressful circumstances, and work effectively with diverse constituencies.
• Knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation.
• Word processing and spreadsheet experience (Word and Excel preferred).
• Strong multitasking and problem-solving skills
• Excellent communication, interpersonal, organization, and decision-making skills.
• Professional communication skills, including face to face, email, telephone, and video conference
• Ability to communicate professionally with clinicians, nurses, allied health staff, administrative staff, frontline staff, contractors, governmental agencies, insurance payers, patients, family members of patients, suppliers, and the general public, of all age levels.
• Possess knowledge of office/business equipment including set-up and minor maintenance.
• Commitment to equal opportunity/affirmative action and to creating and sustaining an environment supporting full inclusion for a diverse student population
• Ability to respectfully work, communicate and provide leadership within a diverse campus community

Preferred:

• Certification as a medical assistant, or equivalent
• Minimum of three years experience in a primary care office, preferably with front office responsibilities.
• Experience with electronic health records.
• Training in primary care scheduling and ability to appropriately appoint an array of medical and mental health presenting concerns.
• Skill in using healthcare software and computer systems
• Skill in writing policies and procedures

Compensation and Benefits:

The anticipated rate for this position is $20.25 per hour. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package for eligible staff employees, including:

• Medical, dental, and vision
• Life insurance and long-term disability
• Employee Assistance Program
• Retirement plan options and 403(b) contributions
• Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays
• Education benefits, such as full tuition for eligible employees and their families
• Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)

Please note:

• Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
• Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
• Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits.

This position is non-exempt from the provisions of the Fair Labor Standards Act.

This position is not eligible for benefits; however, employees may make elective deferrals into a retirement plan.

For the Campus Holiday and Bonus Day Schedule, visit: https://www.pugetsound.edu/human-resources

Application Deadline:

Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

• Resume
• Letter of Interest

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks.

How to Apply
For complete job description and application instructions, visit: www.pugetsound.edu/employment