Office Manager, Health & Wellness Center
Located in the heart of the nation’s second fastest-growing metropolitan area, Queens University of Charlotte leverages the city’s diverse and thriving environment as an extended classroom. Nationally recognized for undergraduate programs in international and interdisciplinary education, Queens blends the best of liberal arts learning with professional preparation and community engagement. Focused on supporting success for diverse learners, faculty build close and collaborative relationships with students and help them build intentional and individualized roadmaps for flourishing at Queens and beyond. At the graduate program level, the University offers innovative educational experiences that help learners advance professionally and retool for new opportunities. Our environs afford faculty myriad opportunities to advance their own professional growth and teaching and research interests by collaborating with vibrant industry, non-profit, and community organization sectors.
The health and wellness office manager provides administrative support and coordinates wellness services provided by professional staff in the Health and Wellness Center. This full-time position and reports to the Assistant Dean of Queens’ Health and Wellness Services.
• In a warm and welcoming manner, serve as Wellness Center’s initial contact for face-to-face, telephone and written communications with traditional undergraduates, nursing students, graduate students, faculty, staff, parents, and vendors.
• Assist nursing and counseling staff in research, implementation and evaluation of health and wellness program initiatives.
• Provide office support services for professional staff, including telephone, scheduling, maintaining medical records, and ordering and processing office supplies, waste pick-up, etc.
• Effectively handle student health insurance questions and requests from students and parents; maintain current student health insurance information; communicate updates and inquiries with the business office and insurance company; ensure complete confidentiality of information at all times.
• Record charges to student accounts and provide back-up documentation to business office
• Collect cash/check payment for Wellness Center services and submit payments to cashier in a timely manner
• Inventory, invoice processing, and ordering supplies
• Integrate Wellness Center operations with relevant University departments, including Finance, Business, and Registrar in order to secure and update student records
• Maintain accurate referral resources for students (medical and mental health).
• Maintain knowledge of Student Life services, programs, and initiatives in order to better serve the student population.
• Participate in campus and community outreach programs pertaining to health and wellness, including occasional nights and weekends.
• Maintain waiting room area, including bulletin board and seating area
• Communicate Wellness Center announcements through QNews and social media accounts
• Assistant Dean with development of Wellness Center procedures and policies.
• Update Wellness Center internal and external websites as necessary.
• Help orient and process new hires to the Wellness Center.
• Record minutes of departmental meetings
• Special projects and other duties may be assigned to achieve department and/or university goals.
• A warm and welcoming demeanor and strong communication, customer service, and interpersonal skills.
• Medical office experience preferred.
• Proven attention to detail, ability to establish priorities and meet deadlines; strong follow-up and follow-through to completion skills necessary
• Ability to problem-solve and troubleshoot a variety of issues and the wisdom to escalate issues when warranted.
• Proficient in computer and office software (Outlook, Word, Excel, Microsoft Office and Nuesoft).
• Ability to work effectively in a diverse campus community, including support staff, physicians, providers, students and their families.
• Self-motivated and proven ability to demonstrate appropriate initiative.
• Excellent organization and time management skills
• Proven ability to function independently as well as part of a team
• Proven ability to maintain the utmost confidentiality; familiarity with FERPA, HIPPA and state law regarding privacy and confidentiality.
• Good instincts/sound judgment when it comes to handling emergency or potential emergency situations.
• Bachelor’s degree or the equivalent in experience and education.
Queens offers comprehensive benefits to eligible employees, including: medical, dental and vision insurance, domestic partner benefits, defined contribution (matching) and supplemental 403(b) retirement plans, vacation and generous paid holidays, tuition remission and tuition exchange, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, flexible spending accounts (medical, dependent care, Health Savings Account), sick leave and long-term disability leave, paid parental leave, FMLA leave when eligible, reduced-cost meals at Morrison Dining Hall, employee assistance program (EAP), free access to the Levine Center, wellness programs. In addition, employees may choose benefits such as pet insurance, critical care insurance, and legal assistance.
Queens University of Charlotte is an equal opportunity employer and is firmly committed to supporting and celebrating all forms of diversity. Queens does not discriminate on the basis of race, color, gender, sex (including pregnancy, childbirth, and conditions related to pregnancy or childbirth), sexual orientation, gender identity or expression, religion, age, national origin, disability, political beliefs, veteran status, genetic information or any characteristic protected by law in the administration of its educational and admissions policies, scholarship and loan programs, athletic programs, employment and hiring policies, or other University-administered programs.
Any individual with a disability who needs any reasonable accommodation under the Americans with Disabilities Act to apply for a position or otherwise to participate in Queens’ job search/selection process should contact the Director of Human Resources at 704.337.2222.
Physical requirements (with or without reasonable accommodation):
• Eye-Hand Coordination: Requires hand-eye coordination and manual dexterity sufficient to operate a computer keyboard, copier, calculator, and other office equipment.
• Talking: Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.
• Repetitive Motion: Movements frequently and regularly required using the wrists, hands, and/or fingers.
• Average Hearing: Able to hear average or normal conversations and receive ordinary information.
• Average Visual Abilities: Average, ordinary, visual acuity necessary including close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Physical Strength: Will regularly be required to sit, use hands to finger, handle or feel objects, tools and controls reach with hands and arms. Must be able to stand, walk, stoop, kneel, or crouch. Must regularly lift and/or move up to 20 pounds, and occasionally lift and/or move up to 30 pounds.
• Cognitive/Emotional: Ability to critically think and concentrate. Must be able to respond quickly to changes in conditions – 75‐100% of the time.
• Visual Abilities: Read reports, create presentations, and use a computer system – 75-100% of the time
• Hearing: Hear well enough to communicate with co-workers, vendors, and students – 75-100% of the time
• Dexterity, Grasping, Feeling: Write, type, and use the telephone, copier, and computer systems – 75-100% of the time
• Mobility: Open files and operate office machines; move between departments and attend meetings across campus – 75-100% of the time
• Talking: Frequently convey detailed or important instructions and ideas accurately, loudly, or quickly – 75-100% of the time
• Lifting, Pulling, Pushing: Exert up to 30 pounds for force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects – 50-74% of the time
• Cognitive/Emotional: Ability to critically think and concentrate. Must be able to respond quickly to changes in conditions – 75-100% of the time
• Work in office environment, involving contact with students, faculty, staff, parents, service providers and vendors
• May require working flexible hours, including evenings and weekends, to achieve objectives of the position
• Stress from work-related situations such as those involving challenging, urgent, time-sensitive, or competing priorities.
The above description is not intended to be an all-inclusive list of the duties and responsibilities of these positions, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended to describe the general nature of this position.