Office Manager for Medical Services

American Osteopathic Academy of Sports Medicine; Athens (GA); On-site; USD 47,000 - 53,000; Full time

Job summary

The University of Georgia seeks an Office Manager for Medical Services in the UHC to support the Senior Director of Medical Services. The role oversees the scheduling for Primary Care, Gynecology, Sports Medicine, and more, ensuring staffing levels meet patient care demands.

Responsibilities include managing communications, maintaining policies, and coordinating onboarding while serving as a professional ambassador for the Health Center and its staff.

Qualifications

• High school diploma or equivalent required and 5 years related experience.
• Strong computer skills with experience in Microsoft Office applications.
• Knowledge of HIPAA/FERPA and medical language is preferred.

Responsibilities

• Manage daily/weekly/monthly schedule for Senior Director of Medical Services.
• Coordinate clinical scheduling across multiple service lines and providers.
• Maintain complex documents, reports, and communications; support budget reconciliation.

Skills

Microsoft Office

Outlook

Excel

Word

Adobe

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Posting Details

Posting Number: S15896P

Working Title: Office Manager for Medical Services

Department: UHC-Medical Services

About the University of Georgia: Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

Posting Type: External

Retirement Plan: TRS

Employment Type: Employee

Benefits Eligibility: Benefits Eligible

Full/Part time: Full Time

Work Schedule: Monday - Friday 8 am - 5 pm

Advertised Salary: $50,094

Posting Date: 10/12/2026

Open until filled: Yes

Proposed Starting Date: 10/25/2026

Special Instructions to Applicants: We are unable to offer a work visa sponsorship for this position you must be authorized to work in the U.S. to apply.

Location of Vacancy: Athens Area

EEO Policy Statement: The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ([e-mail]).

USG Core Values Statement: The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02. Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

Position Information

Classification Title: Administrative Assistant III

FLSA: Non-Exempt

FTE: 1.00

Minimum Qualifications: High school diploma or equivalent and 5 years of related experience

Preferred Qualifications:

• Administrative experience in a healthcare setting
• Must possess above average computer skills, including 1-2 years professional experience using Microsoft Office applications (Word, Excel, etc.)
• College Health experience

Position Summary

The Office Manager for Medical Services provides professional, administrative for the Senior Director of Medical Services ( SDMS ), including a complex array of support services for each of the services reporting to the SDMS . These units include Primary Care, Gynecology, Physical/Massage Therapy, Sports Medicine, Psychiatry, Vision Clinic, Dental Clinic, Pharmacy, Radiology, Nutrition, and Laboratory Services. This position directly oversees the daily scheduling for those services providing scheduled appointments for patient care, managing provider absences and communication of same for managing daily staffing needs crucial to the functioning of Health Center clinics.

The Office Manager is responsible for effectively managing complex multiple parallel scheduling needs for all clinics throughout the center, while maintaining professional and personal rapport with each staff member with whom they interact, thoughtfully balancing the needs of both for the most productive effect. Additionally, this position will have multiple opportunities for interaction with stakeholders and partners across campus and the community, thus serving as a professional ambassador for the Health Center and its employees with each of these encounters.

Knowledge, Skills, Abilities and/or Competencies

• Knowledge of both clinical and office management principles, including wide variation in the practices, policies, regulations, and operating procedures required of the variety of service lines throughout the health center.
• Working knowledge of practices, policies of the University Health Center and the University of Georgia.
• Ability to grasp scheduling concepts for multiple clinic needs.
• Exceptional verbal and written communication skills.
• Skilled in using Microsoft Office applications, particularly Outlook, Excel, Word, and Adobe.
• Outstanding organizational skills with attention to detail and record keeping.
• Demonstrate respect for confidentiality and consistently use discretion.
• Exceptional internal and external customer service skills are essential.
• Knowledge of modern office practices and procedures, along with working understanding of HIPPA / FERPA principles.
• Knowledge of medical language and ambulatory patient care workflow.
• Ability to manage large volumes of electronic data and files efficiently and effectively.
• Knowledge of Joint Commission on Health Care Accreditation Standards preferred.
• Knowledge of wide range of policies and procedures for greater than half of the Policies & Procedures of the Health Center. Responsible for keeping these policies updated and loaded to the manual.
• Knowledgeable of various continuing education allotments, budgets, and requirements across various service lines.

Physical Demands

• Standing, prolonged sitting, typing complex and lengthy documents throughout the day with frequent interruptions and interactions.
• Walking limited distances.
• Pushing/pulling, lifting, bending, squatting and kneeling as needed.

Other Job Details

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? Yes

Does this position require a P-Card? No

Is having a P-Card an essential function of this position? 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

Credit and P-Card policy

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit UGA Credit Background Check website.

Background Investigation Policy

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit UGA Background Check website.

Duties/Responsibilities

Administrative Duties/Support:

• Provides direct support for Senior Director of Medical Services by managing daily/weekly/monthly schedule, including meeting schedule, clinical appointment scheduling, arranging and managing leave, composing and directing necessary scheduled/unscheduled communication with internal and external parties, providing communication and appropriate routing of incoming messages from students and their families, external partners across campus and the community.
• Manages short-term and long-term tasks and goals and projects under the provision of the SDMS office.
• Provides support for all reporting clinical lines to the SDMS , including lead clinicians in Primary Care and Gynecology Clinic, Psychiatry, Physical/Massage Therapy, Sports Medicine Clinic, Vision Clinic, Dental Clinic, Nutrition Services, Pharmacy, Radiology, and Laboratory Services.
• Maintains daily clinic schedules in the scheduling component of the University Health Center's electronic medical record for all clinical service lines and providers.
• Processes and maintains leave records for entire Medical Staff and Clinical Support Staff. Assures minimum staffing guidelines are followed.
• Maintains current knowledge of UGA travel regulations and assists with travel authorizations and reimbursement.
• Maintains clinical manual policies and others for entirety of Medical Staff and Clinical Support Staff and Services.
• Prepares and maintains complex documents, reports, and other communications.
• Reconciles Medical Services Budget.
• Collaborates with SDMS , Credentialing Specialist position, and Medical and Clinical Support Staff for yearly bylaw management.
• Collaborates with HR and Informatics to arrange and schedule on-boarding needs and activities for new Medical Staff and Clinical Staff leads, as needed, which includes coordination of uniform orders.

Percentage of time: 45

Committee Meeting Management:

• Provide support for multiple standing and ad hoc committees as needed.
• Prepares agendas, completing and distributing minutes and any necessary follow-up in a timely manner for each department/clinic/committee.
• Provides administrative support for clinical staff searches.
• Obtains and finalizes approvals for yearly committee Annual Reports.
• Serves as back up Administrative Support for other service lines, as needed.
• Tracks non-accidental injury reports, assisting SARC and UGA PD in managing this federally mandated campus data point.
• Performs other administrative and committee support duties as assigned.

Percentage of time: 30

Clinician Peer Review and High-Risk Review:

• Maintain and prepare documents monthly for high-risk review in accordance with Medical Staff Policies and Joint Commission requirements.
• Prepares clinical peer review and reporting data for all clinical providers biannually in accordance with Medical and other Clinical Staff Policies and Joint Commission requirement.

Percentage of time: 10

In-services and Case Conferences:

• Prepares in-service applications required to obtain continuing medical education credit through Piedmont Athens Regional Medical Center.
• Assists with contact and coordination of monthly speakers who present case conferences.
• Tracks appropriate continuing medical education credits for staff participants.

Percentage of time: 10

Point of Contact- Medical Residents and Medical Students:

• Organizes rotations and designs schedules of rotations.
• Serves as point of contact for all Medical Student rotations, communicating with wide array of Medical School program facilitators and administration.
• Oversees required competencies and immunization requirements for onboarding required of all students and residents rotating through UHC .

Percentage of time: 5

Contact Information

Recruitment Contact

Recruitment Contact Name: Cary Perry, MD

Recruitment Contact Email: [e-mail]

Posting Specific Questions

1. * How did you hear about this vacant position in Student Affairs?
   • Current UGA Employee
   • Handshake
   • HigherEd Jobs
   • Indeed.com
   • Inside Higher Ed
   • Insight Into Diversity
   • LinkedIn
   • Professional Organization
   • UGAJobs (UGA's Job Board)
   • Other (please provide)

Applicant Documents

Required Documents:

1. Resume/CV
2. Cover Letter
3. List of References with Contact Information