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Clinic Office Manager

Apply now Job no: 498108
Work type: Full-time
Location: Oshkosh Campus
Categories: Non-Instructional Academic Staff

Working Title: Clinic Office Manager
Official Title: Administrative Specialist
Employment Class: Non-instructional Academic Staff
FTE: 0.8
Compensation: Base salary of 45,000 to be paid 36,000 for the 0.8 FTE
FLSA Exemption Status Exempt
Terms of Employment: Annual; Fixed Term Renewable
Position Summary: The Administrative Specialist is primarily responsible for Student Health Services. In addition to the financial program support duties, the Administrative Specialist (AS) coordinates the front desk/reception and medical record functions, and participates in various Student Health Center committee/work groups. This position also assists in the staffing (recruitment, hiring) and training of administrative staff. As part of the Administrative team, the Administrative Specialist provides direct service via front desk coverage, answering phones and webmail to ensure adequate patient service.

60% Administration of Student Health Center

1. Maintains documentation for all budgetary items, travel expenses, CME log, quotes, invoices, forms,

2. Responsible for student employee employment forms; verify and approve all student payroll.

3. Develop and revise Student Health Center (SHC) forms as needed.

4. Develop, revise, and maintain all financial policies for the SHC.

5. Develop and prepare statistical and financial reports.

6. Facilitate registration and travel for conferences/professional development for the Director, Medical Director and SHC staff. Maintain log of employee travel expenses.

7. Assist the Director of SHC with on boarding of new SHC staff by coordinating workstation assignments, role permissions, voicemail activation, orientation to campus resources. Work with Human Resources to schedule orientation. Follow up with new employee throughout the year regarding administrative processes to ensure smooth administrative transition to employee’s first year at SHC. Report any concerns to Director and/or Human Resources.

8. Maintain distribution lists for all SHC staff.

9. Manage and maintain administrative, financial and communication records according to state and federal guidelines.

10. Facilitate marketing for SHC services.

11. Accountable for managing all budgetary transactions within the department.

12. Maintains accurate financial spreadsheets and prepare reports for various meetings.

13. Maintains authority for VISA card purchasing and reconciliation of accounts (VISA and Vendor).

14. Responsible for Bursar charges, any third party billing, daily cash collection, reconciliation, and deposit.

15. Generate invoices and interdepartmental transfers for services provided.

16. Address patient service-related issues, billing concerns and general questions.

20 % Provision of Direct Service

1. Provide direct service to students, faculty/staff, parents, and community members by answering phones and assisting patients at the reception desk.

2. Coordinate all check-in and registration services for SHC patients.

3. Insure proper signage in the patient care service areas.

4. Assist with agency emergency situations according to SHC policy and procedure.

5. Other direct patient service tasks as assigned.

20% Miscellaneous Duties

1. Work collaboratively with other university departments and community agencies as required.

2. Maintain inventory of office supplies.

3. Arrange repairs/maintenance for office and clinic equipment.

4. Other duties as assigned.

Required: • Excellent written and spoken communication skills with attention to customer satisfaction.
• Working knowledge of Microsoft Word, Excel, internet and electronic mail.
• One year minimum of experience in financial account reconciliation.
• Associate degree or higher in Business, Finance, Accounting or related field.
• Current CPR certification or the ability to obtain within one month of hire.
• Demonstrated commitment to diversity, equity, and inclusion.
Preferred: • Knowledge of medical terminology.
• Experience with coding, billing and insurance processes.
• Bachelor’s degree in related field.
• Proactive planning and independent problem-solving skills.
• Experience with use of electronic medical records.
• Willingness and ability to work independently and complete multiple tasks with frequent interruptions.
To Apply:

Applicants must submit the following documents using the online application:

Cover letter with resume.

List of references. 

For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2020. Job duties and responsibilities will remain the same. For more information please visit:

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by January 11, 2021 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see, or call UWO’s Police Department, at (920) 424-1212 for a paper copy.



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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

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Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or