Office Manager

The Student Health Center (SHC) Office Manager oversees daily office workflows and provides comprehensive administrative execution to ensure seamless front-office systems, exceptional patient services, and efficient clinic operations. Reporting directly to the Clinic Director, this position serves as the logistical anchor of the clinic’s reception environment. The Office Manager is a primary, hands-on contributor to daily office tasks. Working closely with the campus community, the Office Manager serves as a Christian role model, ensuring all administrative practices align with regulatory compliance and the University’s student-focused mission. Duties Direct Administrative Contribution & Executive Support: Clinic Communications: Share responsibility for answering primary clinic phone lines and managing general email inboxes, and accurately route messages to appropriate medical or administrative staff. Patient Scheduling: Book, reschedule, and cancel patient appointments for medical practitioners, nurses, and specialists, optimizing daily clinic templates. Stakeholder Relations: Respond efficiently and compassionately to questions and inquiries from students, parents, faculty, staff, and external healthcare providers. Director Support: Maintain the Clinic Director's calendar; schedule meetings, coordinate travel logistics, and help compile data, files, or presentations to prepare the Director for university meetings. Back-Office Administrative Support: Assist the nursing and clinical back-office team with non-clinical administrative tasks, such as scanning external medical records, filing, and managing documentation requests. Front Office Oversight of Operations & Workflow: Model Best Practices: Serve as the central point of contact of the front office; model best practices in customer service, patient communication, and clinic policy adherence for student staff. Workflow Optimization: In partnership with the Clinic and Medical Director, design, implement, and audit patient check-in/check-out workflows to minimize wait times and maximize patient satisfaction utilizing electronic health records (EHR) systems. Facility Oversight: Act as the primary liaison for facility operations, managing building safety issues, office supply inventory, and submitting work orders for maintenance and repair. Interdepartmental Liaison: Act as the central administrative point of contact for campus partners (e.g., Housing & Residence Life, Athletics, International Programs, International Student Services, Student Care Team, Counseling Center, etc.) to coordinate patient care. Team Culture: Coordinate regular front-office meetings, training workshops, and team-building activities to foster a collaborative, professional, and mission-aligned office culture. Compliance, Privacy & Patient Relations: HIPAA: In partnership with the SHC HIPAA Officer, safeguard Protected Health Information (PHI) in strict accordance with HIPAA and FERPA regulations, and deliver mandatory annual privacy training to student workers and staff. Patient Intake Support: Guide patients through the appointment scheduling process, and serve as a primary resource to direct student insurance inquiries appropriately. Referrals & Diagnostics Tracking: Manage the administrative components of the patient referral process to external specialists. Maintain a secure tracking ("tickler") system for specialist follow-ups and diagnostic reports to ensure continuity of care. Personnel Management: In collaboration with the Health & Wellbeing Coordinator, participate in all recruitment, interviewing, hiring, and scheduling for a team of 1 to 3 student employees. Training Curriculum: Develop, document, and execute a formalized training and onboarding curriculum for student employees, transforming them into skilled, professional medical receptionists. Performance Evaluation: Approve student employee timecards and address performance or attendance issues directly. Campus Public Health & Program Support: Immunization Compliance: Assist the Immunization Compliance Coordinator and back-office clinic staff with the semesterly Immunization Program as needed. Health & Wellbeing Collaboration: Partner with the Health & Wellbeing Coordinator to support planning, logistics, marketing, and on-the-ground execution of campus-wide wellness events and initiatives. Travel Medicine Support: Coordinate the administrative workflows for the Travel Medicine Program, managing appointment logistics, mandatory pre-departure paperwork, and health information distribution. Flu Shot Clinic Support: Reserve locations and coordinate administrative support for all flu shot clinics held outside the Student Health Center. Serve as a Christian role model. Maintain active involvement in a local church and demonstrate clear support for the Christian mission of the University. Perform other duties as assigned. Uphold the University mission through daily work performed. The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Skills and Qualifications Required: Bachelor’s degree in healthcare administration, business administration, organizational leadership, or a related field (or an equivalent combination of education and experience) and 3 years of administrative support experience. Demonstrated experience providing administrative or executive support, such as managing calendars, scheduling meetings, and preparing presentation files. Proven ability to design training materials and effectively mentor, supervise, and schedule student workers or entry-level staff. High level of proficiency with Google Suite (Docs, Sheets, Slides) and a strong aptitude for learning medical practice management software/EHR platforms. Exceptional interpersonal, verbal, and written communication skills, with a proven track record of handling stressful or sensitive patient interactions with calm, professional judgment. Current certification in CPR, Automated External Defibrillator (AED), and First Aid (or willingness to obtain upon hire). Ability to articulate and integrate the University's Christian mission into daily leadership and student interactions. Preferred Medical Assistant Certificate. 2–3 years of professional experience in a medical office setting, with a proven track record of handling front-desk operations (phones, scheduling, and customer service). Comprehensive understanding of HIPAA and FERPA compliance guidelines within a healthcare and collegiate environment. Experience working within a higher education student affairs or student health environment. This is a Regular, Nonexempt, 40 hour per week position. Expected Pay Range: $26.92 - $28.84 per hour The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package. Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law. Pepperdine is committed to providing a work environment free from all forms of unlawful discrimination and harassment. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University. Pepperdine is religiously affiliated with the Churches of Christ. It is the purpose of Pepperdine to pursue the very highest employment and academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith. While students, faculty, and staff represent many religious backgrounds, Pepperdine is permitted under applicable law and reserves the right to seek, hire, and promote persons who support the goals and mission of the institution, including the right to prefer co-religionists who support Pepperdine's Christian mission. Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds. Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job‑related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance. #J-18808-Ljbffr Pepperdine University