Operations Associate

University of Virginia

2d•$28 - $30•Onsite

About The Position

The University of Virginia’s Department of Student Health and Wellness is seeking an Operations Associate. The Operations Associate will function as part of a larger department-wide Administrative team encompassing Human Resources, Compliance, Medical Records, and Insurance/Billing. The Operations Associate will work within a broad range of responsibilities requiring a high degree of professionalism, collaboration, initiative, attention to detail and discretion in handling confidential and sensitive information. This position requires experience in administrative and business operations, preferably in a health care setting. The Operations Associate reports to the Assistant Director of Operations and works closely with other team members across the department. This is primarily a sedentary job involving extensive use of desktop computers. The job will occasionally require traveling some distance to attend meetings and programs.

Requirements

Education: High School Graduate or equivalent required.
Experience: 3+ years relevant experience required, preferably in the healthcare industry.

Nice To Haves

Bachelor’s Degree
Working knowledge of Workday (Financial and HR).
Prior experience in hiring and managing student workers.
Working knowledge of Smartsheets.
Ability to independently research topics pertaining to operational area.
Excellent oral and written communication skills.
Proficient in Excel and Smartsheet.

Responsibilities

Welcomes new hires by managing paperwork, facilitating training, setting up tech access, explaining culture/policies, and serving as a primary contact for questions, ensuring a smooth transition into the organization through coordination with managers, IT, and other departments.
Manages employee data from hire to termination, ensuring accuracy, confidentiality, and legal compliance by maintaining personnel files, processing actions (like new hires, status changes, job descriptions), data entry into HR systems, and supporting payroll/benefits.
Verifies healthcare providers' qualifications (licensing, education, experience) and their specific practice scope (privileges), ensuring regulatory compliance and patient safety.
Coordinates with individual providers to ensure completion of credentialing and re-credentialing paperwork, including but not limited to peer letters, standard evaluation, self-evaluation.
Monitors and assists providers with ongoing Medicare provider enrollment.
Monitors students’ federal work study awards, communicates balances to students and supervisors and ensures awards are not exceeded on an annual basis. Utilizes SIS Reporting Tool as needed.
Assigns and manages compliance with learning programs (onboarding, annual training) to maintain staff competency and align with company goals.
Organizes, maintains, and safeguards patient data (both paper and electronic) for accuracy and compliance (HIPAA/FERPA). Core duties include data entry, coding, filing, processing and responding to patient inquiries.
Manages the lifecycle of business agreements, from drafting to tracking deadlines. Ensures compliance, maintains contract databases, and resolves issues. Requires strong organization, attention to detail, communication, and risk management skills to ensure all contractual obligations are met efficiently.
Supports operational projects by handling day-to-day logistics, administration, and communication to keep projects on track.
Assists with coordination of regulatory/compliance initiatives.
Assists with updating the phone system during closures and placing ITS order for new phone lines and other phone updates. Assists, as needed, with troubleshooting phone issues.
In addition to the above job responsibilities, other duties may be assigned.