Office Manager / Creative Admin

Office Manager, Integrated Wellness Westminster UniversityPosition Type: Full-Time, Benefited, 10-Month PositionYear Schedule: August 1st through May 31st.Work Location: Westminster University Campus 1840 South 1300 East Salt Lake City, UT 84105What We Offer:Medical, Dental, and Vision InsurancePaid Time Off (PTO)Paid Parental LeavePaid Family and Medical Leave403(b) Retirement Plan with a 5.5% employer contributionTuition Remission (after a qualifying period of employment)18 Paid Holidays AnnuallyCell Phone Plan DiscountsA completed application will include:ResumeCover letter that describes how your previous experience will contribute to this role and the Westminster community.Three professional references with their full name, job title, organization name, relationship to the applicant, and contact information.About Westminster University:Westminster University is a private, independent, and comprehensive university in Salt Lake City, Utah. For more than 150 years, Westminster has combined academic excellence with a strong sense of community and purpose. Located at the base of the Wasatch Mountains, the university offers the energy of a growing metropolitan area alongside world-class outdoor recreation just minutes from campus.Our campus is collaborative, student-centered, and grounded in academic integrity. Faculty and staff work closely with students to foster critical thinking, career readiness, and meaningful engagement beyond the classroom. Employees are supported in their professional growth and encouraged to bring forward ideas that strengthen the university.Westminster is committed to creating a workplace where people thrive – offering flexibility, generous time off, and a culture that values balance, inclusion, and innovation.About the Role:Student Affairs at Westminster University is committed to fostering an equitable, inclusive, safe, and well campus community. The division supports students by cultivating a vibrant campus life rooted in radical inclusivity, diversity, engagement, and belonging. Student Affairs approaches student challenge and support through a holistic framework that centers personal identity development, values clarification, commitment to wellness, and purpose-driven living.Integrated Wellness is a department within Student Affairs that provides comprehensive, coordinated health and wellness services to the student community. The department includes a Director, Office Manager as outlined in this job description, Nurse Practitioner(s), Mental Health Therapist(s), and clinical trainee(s). Reporting directly to the Director of Integrated Wellness, the Office Manager for Integrated Wellness provides administrative and clerical oversight of Integrated Wellness Medical Services and Mental Health Services as well as the L.S. Skaggs Integrated Wellness Center. The position oversees the daily operations of the front lobby and coordinates workflow and projects to ensure the successful administration of Integrated Wellness initiatives.This is a full-time, non-exempt position scheduled at 40 hours per week for 10 months annually (.83 FTE) from August 1st through May 31st (June and July off). The role is ideal for an administrative professional seeking a consistent schedule with extended planned time off during the year. The successful candidate will be one who enthusiastically desires to serve undergraduate and graduate students and the broader campus community. Occasional evening or weekend hours may be required to support university events and peak service periods.Essential Duties and Responsibilities:Provide coverage and administrative support in the L.S. Skaggs Integrated Wellness Center lobby. Serve as a welcoming first point of contact for students accessing medical and/ or mental health services and others who interface with Integrated Wellness at Westminster.Maintain and manage clinic appointment scheduling and calendars for providers. Support Director of Integrated Wellness with booking meetings and appointments as needed.Answer phones and respond to emails and requests for service professionally and confidentially.Maintain electronic versions of medical and mental health forms in both Microsoft Word and the electronic health record (EHR), interfacing with the EHR vendor as needed.Maintain strict compliance with relevant privacy regulations including FERPA and HIPAA.Coordinate, design, schedule, and produce marketing assets and copy for Integrated Wellness initiatives including Canva flyers, Instagram posts, communications with campus, and coordination with Westminster Marketing Communications as needed.Oversee operation of the L.S. Skaggs Integrated Wellness Center building including: review and approval of room reservation requests; train campus colleagues on use of Test Kitchen and ensure adherence to expected procedures; maintain kitchen supplies and launder towels; coordinate with Campus Events as needed; and log and manage building maintenance requests.Assist Medical Services with patient payment processing and room changeover/ cleaning.Maintain the department's referral list of community providers.Attend weekly staff meetings, manage the agenda and meeting notes, and track and assist with follow-through of assigned tasks.Manage wellness-related operations including supply ordering, meeting scheduling, facility reservation and preparation, data entry and compilation, and creation of reports and presentations.Provide financial assistance to Director including: process student medical payments in EHR and campus system; track purchases and receipts; maintain accurate financial records; process check requests and obtain signatures; purchasing card approval; maintain internal budget trackers; monthly review and reconciliation of departmental budget allocations; and communicate regularly with the Accounting Office for questions, errors, or discrepancies.Liaise with contractors to maintain office supplies, deliveries, and building maintenance.In alignment with Integrated Wellness initiatives, cultivate collaborative partnerships with student groups and campus departments (e.g., Residence Life, Athletics, Academic Support, DEI, Academic Affairs, etc.) to embed wellness into the student experience.Additional Responsibilities:Participate in the collaborative planning and staffing of university-wide events including new student orientation, convocation, commencement, and tabling events.Assist with divisional needs as assigned during low-demand times in Integrated Wellness, especially over student breaks.Promote an Inclusive Westminster through demonstration of the commitments included in the Westminster Diversity Statement.Participate in developmental activities to increase understanding and awareness of issues related to diversity, equity, and inclusion both individually and as related to my field of work, profession, or discipline.Other duties as assignedMinimum Qualifications:Bachelor's degree and two years related experienceExcellent written and verbal communication skillsStrong customer service orientation both internally and externally with excellent phone etiquette and interpersonal skillsExcellent computer skills required including accurate typing skill of 50+ wpm, proficiency in Microsoft Office Suite, specifically word processing, spreadsheets, presentation and database software, internet applications and social mediaExcellent administrative skills, including an ability to collaborate with campus community and programsStrong organizational skills, able to work independently, multi-task, and manage project timelinesAttention to detail and problem-solving skillsExperience with diverse populations and a global orientationPositive professional demeanor that instills confidence, trust and respectAbility to maintain confidentiality in all interactionsComfort with and desire to work in a student-facing environment with shifting priorities and trafficWillingness to learn and use university databases/ software systems as neededCommitment to teamwork and working across teams when necessaryCommitment to diversity, equity, and inclusion to affirm students' intersecting identities as they access wellness services at WestminsterPreferred Qualifications:Three years of progressively responsible administrative experience in higher educationExpertise and previous work experience in a university medical, mental health, or integrated wellness clinicExperience with triage or intake processesFamiliarity with Medicator other EHRsBilingual or multilingualPhysical Requirements:Must be able to sit, stand, see, hear, lift, and bend;Occasional outdoor work is required.Equal Employment Opportunity:Westminster University is committed to a diversified workforce, equal opportunity, and nondiscrimination. To this end, Westminster prohibits any form of discrimination or harassment based