Office Manager for Nursing Services

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

Monday - Friday 8 am - 5 pm

We are unable to offer a work visa sponsorship for this position. You must be authorized to work in the U.S. to apply.

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ( hrweb@uga.edu).

The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02.

Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

UHC Minimum:
* Five years of professional administrative experience.
UHC Preferred:
* Some college or college degree and health care experience preferred
* College health experience preferred
* Familiarity with medical billing or billing principles of collaborative care preferred
* Work history that includes staff scheduling preferred
* Notary Public preferred

The Office Manager for Nursing Services is a key administrative position in Nursing Services and reports to the Director of Nursing and Care Management. This position is primarily responsible for providing professional administrative support and coordination for clinical leadership across multiple service areas. Additionally, this position supports the Director of Nursing, Clinic Managers of the four primary care clinics, as well as the Gynecology Clinic, Allergy Travel Clinic, and Triage Clinic, along with Infection Prevention, the Employee Occupational Health Coordinator, Psychiatry Nursing, Manager of Collaborative Care, and the Manager of Quality and Performance Excellence. In collaboration with clinical and administrative partners, this position promotes efficient operations, effective communication, and coordination of services to support high-quality patient care and organizational effectiveness.

* Knowledge of office management principles, practices, policies, regulations and operating procedures of the department, the University Health Center, and the University of Georgia.
* Exceptional verbal and written communication skills, including the ability to communicate appropriately and professionally in a prompt manner with various groups.
* The ability to plan, prioritize, and manage multiple projects and task simultaneously, make decisions which are consistent with the goals and purpose of the department, understand and follow complex oral and written instructions with minimal supervision or guidance, establish and maintain effective working relationships with other employees, the public, and respond quickly to changing needs and priorities.
* Demonstrated competency in using Microsoft Word, Excel, Power Point, Publisher, Outlook, and Adobe.
* Knowledge of Joint Commission on Health Care Accreditation Standards preferred.
* Demonstrate respect for confidentiality and consistently use discretion.

This position is an active position requiring sitting, standing, walking, bending, reaching, lifting up to 20 lbs., and typing complex and lengthy documents throughout the day, with frequent interruptions and interactions.

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Administrative Duties/Support
* Provides administrative support for the Director of Nursing & Care Management and their direct and indirect reports as needed.
* Manages calendar appointments and meetings for the Director of Nursing and direct reports ensuring accurate scheduling and providing timely communication regarding meeting requests, schedule changes, and other events that may impact availability.
* Coordinates the scheduling of service line programs and activities, including staff orientation, retreats and training sessions.
* Facilitates onboarding and offboarding processes for service line employees in collaboration with UHC Human Resources and department managers.
* Provides backup administrative support to clinical areas and other service lines as needed.
* Answers and directs incoming calls within the administrative suite as needed.
* Assists Nursing Services staff in ordering uniforms and prepares purchase orders for Materials.
* Purchases supplies and materials as needed
* Collaborates with the Behavioral Health Care Management ( BHCM) team and Business Office to ensure accurate billing for the collaborative care services.

Committee Meetings & Class Management:
* Provides administrative support for assigned committees and search committees, including preparing and distributing agendas, recording and disseminating meeting minutes, and ensuring timely submission of annual reports to the appropriate administrator for approval.
* Serves as a key member of the annual flu immunization campaign planning committee by coordinating & disseminating meeting agendas and minutes, securing sites for flu immunization clinics, collaborating with external and internal partners for scheduling flu outreach events, compiles data associated with flu outreach events, secures and schedules administrative staff support for all flu outreach, oversees the documentation of flu shot administration documentation, and assists the Director of Nursing & Care Management, the Manager of the Pharmacy, and the Manager of the Allergy Travel Clinic, with the overall implementation of the campaign.
* Coordinates administrative functions of CPR classes at UHC including scheduling classes, preparing the roster, maintain supplies, ordering CPR cards, and acts as the liaison for UHC with the American Heart Association Training Center.

Scheduling/Staffing
* In collaboration with Nursing Leadership approve leave requests for the primary care, triage, and psychiatry nursing support staff and as needed for other clinics.
* Anticipates staffing needs based on acuity, skill mix, and other clinic needs and schedules float pool and PRN staff as needed to provide adequate support to the medical staff for the primary care, triage, and psychiatry clinics and as needed for other clinics while considering minimum staffing plan and fiscal responsibility.
* Distribute daily schedule emails to primary care clinics, triage, and psychiatry clinics.
* Makes staffing adjustments based on unplanned absences to support clinic needs.
* Supervises Federal Work Study for Nursing Services and student employees.

Record Management:
* Maintains current knowledge regarding Joint Commission Accreditation, coordinates, tracks, and maintains accurate and complete files of records related to Joint Commission accreditation, and Performance Improvement and Infection Prevention
* Coordinates, tracks, and maintains accurate and complete files related competency records, continuing education records, CE arrangements and CE reimbursements
* Maintains current knowledge of UGA travel regulations and coordinates, tracks, and maintains travel documents including travel requests, approvals, and reimbursements.
* Maintains current knowledge of the reimbursement process for licensure and coordinates, tracks, and maintains documents related to licensure reimbursement.
* Coordinates annual policy review for all department policies and updates the policy portal.
* In collaboration with the Infection Prevention Coordinator and laboratory, enters notifiable disease information into the appropriate database as defined by the Department of Public Health and CDC.
* Supports the Medical Case Manager by assisting with sending and obtaining records to outside providers and other clerical support.