Office Manager

Pepperdine University•Malibu, CA

5d•$27 - $29•Onsite

About The Position

The Student Health Center (SHC) Office Manager oversees daily office workflows and provides comprehensive administrative execution to ensure seamless front-office systems, exceptional patient services, and efficient clinic operations. Reporting directly to the Clinic Director, this position serves as the logistical anchor of the clinic’s reception environment. The Office Manager is a primary, hands-on contributor to daily office tasks. Working closely with the campus community, the Office Manager serves as a Christian role model, ensuring all administrative practices align with regulatory compliance and the University’s student-focused mission.

Requirements

Bachelor’s degree in healthcare administration, business administration, organizational leadership, or a related field (or an equivalent combination of education and experience) and 3 years of administrative support experience.
Demonstrated experience providing administrative or executive support, such as managing calendars, scheduling meetings, and preparing presentation files.
Proven ability to design training materials and effectively mentor, supervise, and schedule student workers or entry-level staff.
High level of proficiency with Google Suite (Docs, Sheets, Slides) and a strong aptitude for learning medical practice management software/EHR platforms.
Exceptional interpersonal, verbal, and written communication skills, with a proven track record of handling stressful or sensitive patient interactions with calm, professional judgment.
Current certification in CPR, Automated External Defibrillator (AED), and First Aid (or willingness to obtain upon hire).
Ability to articulate and integrate the University's Christian mission into daily leadership and student interactions.

Nice To Haves

Medical Assistant Certificate.
2–3 years of professional experience in a medical office setting, with a proven track record of handling front-desk operations (phones, scheduling, and customer service).
Comprehensive understanding of HIPAA and FERPA compliance guidelines within a healthcare and collegiate environment.
Experience working within a higher education student affairs or student health environment.

Responsibilities

Share responsibility for answering primary clinic phone lines and managing general email inboxes, and accurately route messages to appropriate medical or administrative staff.
Book, reschedule, and cancel patient appointments for medical practitioners, nurses, and specialists, optimizing daily clinic templates.
Respond efficiently and compassionately to questions and inquiries from students, parents, faculty, staff, and external healthcare providers.
Maintain the Clinic Director's calendar; schedule meetings, coordinate travel logistics, and help compile data, files, or presentations to prepare the Director for university meetings.
Assist the nursing and clinical back-office team with non-clinical administrative tasks, such as scanning external medical records, filing, and managing documentation requests.
Serve as the central point of contact of the front office; model best practices in customer service, patient communication, and clinic policy adherence for student staff.
In partnership with the Clinic and Medical Director, design, implement, and audit patient check-in/check-out workflows to minimize wait times and maximize patient satisfaction utilizing electronic health records (EHR) systems.
Act as the primary liaison for facility operations, managing building safety issues, office supply inventory, and submitting work orders for maintenance and repair.
Act as the central administrative point of contact for campus partners (e.g., Housing & Residence Life, Athletics, International Programs, International Student Services, Student Care Team, Counseling Center, etc.) to coordinate patient care.
Coordinate regular front-office meetings, training workshops, and team-building activities to foster a collaborative, professional, and mission-aligned office culture.
In partnership with the SHC HIPAA Officer, safeguard Protected Health Information (PHI) in strict accordance with HIPAA and FERPA regulations, and deliver mandatory annual privacy training to student workers and staff.
Guide patients through the appointment scheduling process, and serve as a primary resource to direct student insurance inquiries appropriately.
Manage the administrative components of the patient referral process to external specialists. Maintain a secure tracking ("tickler") system for specialist follow-ups and diagnostic reports to ensure continuity of care.
In collaboration with the Health & Wellbeing Coordinator, participate in all recruitment, interviewing, hiring, and scheduling for a team of 1 to 3 student employees.
Develop, document, and execute a formalized training and onboarding curriculum for student employees, transforming them into skilled, professional medical receptionists.
Approve student employee timecards and address performance or attendance issues directly.
Assist the Immunization Compliance Coordinator and back-office clinic staff with the semesterly Immunization Program as needed.
Partner with the Health & Wellbeing Coordinator to support planning, logistics, marketing, and on-the-ground execution of campus-wide wellness events and initiatives.
Coordinate the administrative workflows for the Travel Medicine Program, managing appointment logistics, mandatory pre-departure paperwork, and health information distribution.
Reserve locations and coordinate administrative support for all flu shot clinics held outside the Student Health Center.
Serve as a Christian role model. Maintain active involvement in a local church and demonstrate clear support for the Christian mission of the University.
Perform other duties as assigned.
Uphold the University mission through daily work performed.