Clinical Office Manager

Job Description Clinical Office Manager - Community Mental Health Clinic
Salary: $42,101.00 - $56,205.00 Annually
Job Type: FT Exempt Salaried Staff
Job Number: FY2402543
Closing: 5/3/2024 11:59 PM Mountain
Location: 800 W University Parkway, Orem
Division: College of Humanities/Social Science Position Announcement
The Department of Behavioral Science at Utah Valley University invites applications for a Clinical Office Manager for the UVU Community Mental Health Clinic. The successful candidate will be responsible for overseeing the administrative operations of the Clinic. The Office Manager will implement and maintain Clinic policies and procedures and interact with the clinic Director, faculty, and staff. Candidates should demonstrate a capacity for monitoring budgets, financial and payroll processes, grant applications and reports, as well as compiling statistics, and statistical reports, assisting with HIPAA and OSHA compliance, and maintaining general operations of the Clinic's physical space.
The Clinical Office Manager will have knowledge of managing a clinical office and budget, accounting applications, computer software, and university policies and procedures. In addition, the Clinical Office Manager will be a team player with good interpersonal skills and the ability to supervise staff. The Clinical Office Manager will be a self-starter with a proactive approach and demonstrate strong management and leadership skills. In addition, the Clinical Office Manager will use independent judgment and manage highly sensitive and confidential information. The Clinical Office Manager will work directly with the UVU Clinic Director to assist in managing the clinic's day-to-day operations. The Clinical Office Manager will play a vital role in establishing and developing the relatively new clinic as a valuable mental health resource in Utah Valley - serving the underserved and those who would not be able to afford services otherwise. Requirements
Bachelor's degree from an accredited institution and a minimum of two (2) years related experience, OR an equivalent combination of education and/or experience related to the Job Duties totaling at least five (5) years.
Submit (1) a cover letter that outlines how the candidate meets the job requirements spelled out in the Job Description, (2) a resume, and (3) unofficial transcripts. References will be solicited at a later point in the hiring process. About UVU
UVU provides accessible, equitable, and unique learning experiences and resources for students of all backgrounds, including those historically underrepresented in higher education.
UVU is a rapidly growing regional university of more than 40,000 students and is located in Orem, Utah—about 40 miles south of Salt Lake City. UVU is also near Utah's emerging cluster of tech companies and start-ups, the Silicon Slopes, which include notable companies such as Adobe, Cisco, Facebook, and more. Central Utah boasts fine restaurants and cultural events and access to world-class ski resorts, hiking, fishing, biking and other outdoor activities. In addition, UVU is less than an hour from the Sundance Film Festival. Nearby world-renowned National Parks and recreation areas include Canyonlands, Arches, Zion, Bryce Canyon, the Wasatch Mountain range, the Uinta mountains and wilderness area--all within 1 to 4 hour drives. Grand Canyon National Park, Yellowstone National Park, Yosemite National Park, Lake Tahoe, San Francisco, Denver, and Las Vegas are all within a day's drive. Nearby ski resorts include Alta, Brighton, Deer Valley, Park City, Snowbird, Solitude, and Sundance. About the UVU Community Mental Health Clinic
The UVU Community Counseling Clinic is an on-campus training facility for UVU's Graduate Clinical Mental Health Counseling programs (Marriage and Family Therapy, Clinical Mental Health Counseling, and Social Work). The Clinic provides individual, couple, family, and group counseling services to anyone in the community free of charge. Services are provided by graduate students who are supervised by licensed clinical faculty.
If you have questions about the position, please contact:
Colleen M. Peterson, Ph.D.
Search Committee Chair Summary of Responsibilities Manages administrative support staff, all work flow, customer service, staff training, and staff conflict resolution. Initiates and leads regularly held staff meetings, addresses and resolves customer complaints, collects customer surveys and feedback, and develops ongoing processes to continually improve clinic office procedures for staff and students.Completes ePAF's, job postings and position descriptions, on the online system. Processes new employee paperwork, completes employee orientations, staff requests and office preparations. Responsible for staff performance management for direct reports. Maintains personnel files. Responsible for coordinating positive community partnerships and professional contracting services to maintain optimal clinic services for students, including submitting all necessary paperwork and payment processes for third party contracting and billing.Serves the department as the FERPA, HIPAA and OSHA Compliance Officer: Provides development and implementation of policies and procedures, as well as training audits. Investigates privacy breaches. Maintains physical and environmental standards to comply with federal and state regulations. Secures knowledge of current and changing regulations and implements in SHS policies and procedures. Oversees all SHS employees FERPA, HIPAA and OSHA compliance and annual testing and training. Oversees and completes all student and employee medical records requests. Maintains database of all incoming and outgoing requests. Replies to subpoenas and court orders while complying with all federal and state laws. Maintains protection of record storage and manages filing system, and assists in annual purging and record disposal.Analyzes and manages budgets and financial transactions for each area in Student Health Services; completes purchasing requests according to university policies and procedures; develops and maintains billing procedures and processes daily deposits, and patient fee waiver requests; compiles statistics, revenue, and budget reports; monitors expenditures within Student Health Services for compliance with all budgetary policies; interprets budget reports to recommend reallocation of funds for financial responsibility; and, reports on budget issues to Sr. Director of SHS handling questions regarding budget balances, proper expenditure of funds, travel expenses, budget transfers, etc.Conducts regular internal audits and assists with external udits as necessary.Maintains office space and coordinates with facilities for any repairs or updates as needed, order office supplies and equipment. Manages equipment service contracts. Coordinates with purchasing for furniture needs. Creates and distributes marketing materials, brochures, digital signage, and posters. Researches and orders promotional materials. Oversees and participate in the promotion of Student Health Services in the community and at campus events such as new student orientations, student resource fairs, health fairs, and employee/adviser training.Acts as liaison for the Sr. Director as necessary to University administration, staff, students, and public regarding inquiries or complaints. Assists with projects, serves on committees within the institution, and performs other job related duties as assigned. Minimum Qualifications
Graduation from an accredited institution with a bachelor's degree plus one year of related experience, OR an equivalent combination of education and/or experience related to the Summary of Duties totaling at least five years.Documents Needed to Apply:
Cover letter that outlines how the candidate meets the job requirements in the Job DescriptionResumeUnofficial transcripts Knowledge, Skill, and Abilities
Knowledge
Knowledge of managing a clinical office.Knowledge of organizational structure, workflow, and operating procedures.Knowledge of current FERPA, HIPAA and OSHA federal and state privacy laws, regulations and procedures.Knowledge of budget and accounting applications.Knowledge of computer software and software applications.Knowledge of university policies and procedures.Skills
Skill in examining, formulating policy, and developing and implementing new strategies and procedures.Skill in office methods, practices and procedures.Skill in creating marketing and promotional materials.Skill in interpersonal and communication proficiency and the ability to work effectively in a diverse community while promoting the development of others.Skill in budget preparation and fiscal management utilizing the latest software applications such as Titanium, UVU Transaction Manager, Touchnet and UVU Banner system.Skill in organizing resources and establishing priorities.Abilities
Ability to analyze problems and resolve conflict.Ability to manage an office within a clinic setting.Ability to develop office policies and procedures.Ability to supervise support staff and students.Ability to be a team player, genuine, personable and approachable.Ability to be a self-starter with a proactive approach to the job, demonstrating strong management and leadership skills.Ability to use independent judgement and manage highly sensitive and confidential information.Ability to represent the department and the interests of the institution. EEO Statement:
UVU employment decisions are made on the basis of an applicant's qualifications and ability to perform the job without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law. To apply, please visit https://www.schooljobs.com/careers/uvu/jobs/4463877/clinical-office-manager-community-mental-health-clinic
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