Medical Office Manager

The University of Virginia's number one ranked Department of Student Health and Wellness (SHW) provides a comprehensive range of medical, mental health, well-being, and disability support services to all enrolled undergraduate and graduate students. The University of Virginia's Medical Services, a unit within the Department of Student Health and Wellness, is seeking a Medical Office Manager. The Medical Office Manager provides supervisory duties for a team of Medical Office Coordinators 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 and Wellness. Coordinates all medical office coordinator work schedules to ensure that telephone, reception and associated tasks/areas are covered. Serves as main contact for clinical staff seeking resolution of administrative issues related to appointment scheduling, referral and radiology orders.

Responsibilities include:

• Create daily/weekly/monthly schedules for medical office coordinators 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 coordinators in performing customer services duties including answering telephones, patient check-in, referrals, radiology and appointment scheduling.
• Provides back-up support to medical office coordinators when volume and staffing requires.
• Work on special projects as requested by leadership.
• Assists in communicating policies and protocols to medical office coordinators.
• 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.
• In addition to the above job responsibilities, other duties may be assigned.

Minimum Qualifications:

• Education: Bachelor's Degree in appropriate area of specialization, or an equivalent combination of accreditation, education and experience in lieu of degree is required.
• Experience: 2+ years relevant professional experience required.

Physical Demands:

This is primarily a sedentary role involving extensive use of desktop computers. Occasional travel may be required to attend meetings or programs.

About the Position

The anticipated hiring range for this position is $25-$32/hour, commensurate with qualifications and experience. This position is located on the UVA Grounds in Charlottesville, VA. This is a nonexempt-level, benefited position; learn more about UVA Benefits. This is an in-office position. This position will not sponsor applications for immigration now or in the future.The selected applicant will pass a criminal background check and drug screen.

Application Timeline

This position will remain openuntilfilled. Review of applications will begin after April 21, 2026.

How to Apply

Applicants not employed at UVA please apply through the UVA job board; current employees please search and apply for jobs on the UVA Internal Careers website and complete an application. Complete an application with the following documents:

• Resume

• Cover Letter

Applications without all required documents will not receive full consideration.

Reference Check Process

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.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Contact

For questions about the application process, please contact Michele Jarman, Academic Recruiter.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment .