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Wellness Center Office Manager

2 months ago

West Chester, United States Westtown School Part time

    Wellness Center Office Manager


Westtown School seeks an experienced Office Manager to work part-time, 30 hours per week, in our Wellness Center. Reporting to the Medical Director, the Office Manager is responsible for managing daily operations and providing administrative support to the school’s Wellness Center, which includes medical and mental health services.  As a collaborative member of the school’s wellness team, the Office Manager will ensure that the office runs efficiently and professionally. 


The typical hours will be 7:30 am to 2:00 pm with some flexibility during the summer months. This is a year-round, part-time position eligible for medical and dental benefits. Paid time off will accrue after one full year of service. 


Essential Responsibilities


  • Provides excellent customer service with the ability to maintain the highest level of confidentiality in our fast-paced, student-centered Wellness Center; 

  • Administrative management of  the Electronic Medical Record (EMR) system

    • Setup of credentials and training for all new hires and system users

    • EMR administrative duties, including serving as the primary vendor contact 

    • Record and form management

  • Scheduling and coordinating on and offsite appointments for Upper School boarding students, including medical visits, immunization appointments, lab work, mental health appointments, as well as health maintenance appointments, including dental, orthodontist, vision, etc.;

  • Ensures accurate management and processing of billing for medical services provided by our Medical Director; 

  • Calendar management, including scheduling and coordinating meetings for the Medical Director and the Upper School Psychologist; 

  • Administrative support of the Psychology Externship Program;

  • Weekly coordination of student transportation schedules, working closely with the Transportation Supervisor to ensure drivers are assigned for all offsite medical appointments;

  • Collaborating with admissions, facilities, and finance offices in support of student needs;

  • Management and ordering of office supplies and non-medical inventory,  including scheduling maintenance and repairs of equipment;

  • Processing of accident claim forms completed by the medical staff;

  • Oversight of UHC for all applicable students in tandem with admissions and finance;

  • Monthly reconciliation of credit card billing for the Wellness Center, the Medical Director, and the Upper School Psychologist. 

  • Timely record keeping and data entry;

  • Assessing and developing office procedures to ensure optimal efficiency and professionalism; 

  • Preparing pharmacy statements for approval and submission;

  • Coordination of all office technical needs and maintenance requests;

  • Managing the processing of seasonal Permission to Treat forms;

  • Year-end archiving and transferring of student health records;

  • Scheduling of biohazard pick up as necessary;

  • Other duties as assigned.


Qualifications


  • Bachelor’s degree required

  • A minimum of 5 years of progressively responsible experience in a similar administrative support role, preferably in a medical office environment or similar school setting

  • Experience with managing medical claims and billing (3-5 years preferably) 

  • Knowledge of various insurance plans and limitations, both domestic and international

  • Ability to multitask and respond to stressful situations with a calm and professional demeanor

  • Must be well-organized with excellent interpersonal communication skills

  • Knowledge of Google-based applications as well as general computer proficiency

  • Experience with electronic medical records is a plus

  • A strong character with a team-oriented spirit and the ability to connect meaningfully with students throughout our diverse community

  • A deep commitment to enhancing an inclusive school community based on cultural competence, commitment to social justice, and respect for all voices

  • A strong affinity for the mission of Westtown School and a personal philosophy consistent with the school’s Quaker values.


For additional information about Westtown School and to explore available career opportunities, please visit our website westtown.edu/careers. Interested applicants can apply online by submitting their resume and cover letter, including three professional references, directly to the specific job posting on the school’s employment portal.