Office Manager

Office Manager for Nursing Services

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, Skills, Abilities and/or Competencies - 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.

Physical Demands - 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.

Is driving a responsibility of this position? - No

Is this a Position of Trust? - Yes

Does this position have operation, access, or control of financial resources? - No

Does this position require a P-Card? - No

Does this position have direct interaction or care of children under the age of 18 or direct patient care? - Yes

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) - Yes

Duties/Responsibilities - 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 withUHCHuman 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.

Duties/Responsibilities - 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 ofCPRclasses atUHCincluding scheduling classes, preparing the roster, maintain supplies, orderingCPRcards, and acts as the liaison forUHCwith the American Heart Association Training Center.

Duties/Responsibilities - 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 andPRNstaff 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.

Duties/Responsibilities - 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 ofUGAtravel 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 andCDC. Supports the Medical Case Manager by assisting with sending and obtaining records to outside providers and other clerical support.