Job Description:

The University Health Center at UGA is looking for a Operations Manager to join our team. This position will function as a key member of the CAPS leadership team. They manage the administrative operations of Counseling and Psychiatric Services (CAPS) department and supports the Director and Associate Director in provision of clinical services. This position supervises support staff and manages CAPS’ health record. The Operations Manager collaborates with the UHC clinical informatics analyst and clinical staff using a robust practical knowledge of information systems, data management and reporting, policies, regulatory and legal requirements to provide efficient, effective, and valued professional services to students, the University Health Center, and the University of Georgia. The Operations Manager will synthesize that data to plan, organize, evaluate, and manage the administrative and day to day operational activities of CAPS independently and in collaboration with administrative and clinical leadership to maintain and improve the operations of CAPS. In collaboration with the CAPS direction, manages financial operations and departmental budget.

Minimum Qualifications:

• Bachelor's degree in Business or related field and four years management experience; OR eight (8) years related management experience; OR equivalent combination of experience, training and/or education.

Department Specific Responsibilities:

Administrative:

• Manages administrative operations for the department, including developing, evaluating, and modifying the operational systems that support the effective provision of care and/or service to students, the UGA community, and other customers.
• Uses professional judgment to make decisions related to administrative functioning of the department in the absence of the Director. Supervises CAPS’ Administrative Associates and Administrative Specialist. This includes performance evaluations, approving time sheets/leave forms, verifying time worked, and addressing work-related issues when needed.
• Ensures administrative support staff are available for treatment teams, committee assignments, and special projects as needed.
• Ensures administrative support staff are available to support the Director.
• Provides back-up when needed to front desk support staff, including scheduling/re-scheduling, answering a multi-line phone and management of check-in/check-out functions.
• Assists the Director and UHC Human Resources in staff searches, processing new hire paperwork, orientation, initial appointment and preceptorship process.
• Assists the Director in ensuring Joint Commission standards and UHC competencies are met.
• Maintains knowledge of and ensures Joint Commission and regulatory standards applicable to CAPS administrative areas are met and that CAPS staff understand the standards as they pertain to CAPS services. Delegates these tasks when appropriate.

Financial:

• Prepares departmental budget for Director’s approval.
• Manages expenses to ensure fiscal responsibility including reconciliation of UGA p-card transactions, departmental account, grant funds, and partnership contracts.
• Communicates budgetary needs to the Director of the department.
• Oversees the processing of travel related documentation and the reimbursement process post travel. Maintains current knowledge of UHC and UGA travel/reimbursement policies and procedures.
• Ensures that continuing education credits used in yearly competencies and licensure requirements are properly documented.
• Orders with departmental P-card and understands the UGA policy and procedures regarding purchasing. Reconciles monthly statement/purchasing log according to p-card policy.

Information Management:

• Maintains CAPS electronic health record system, in collaboration with the UHC Clinical Informatics Analyst.
• Collaborates with CAPS leadership and clinical staff to ensure the implementation meets clinical needs and regulatory requirements. Ensures that new and current staff have correct permissions in the electronic health record. Educates staff on template design and function.
• Determines and develops CAPS clinician schedules for each semester (3 times per year) and ensures accurate entry of final schedule into electronic scheduling system as guided by Associate Director.
• Oversees the processing of requests for release of confidential records, including follow up and maintenance.

Knowledge, Skills, Abilities, and/or Competencies:

• Strong interpersonal skills and the ability to work in a fast-paced work environment.
• Excellent knowledge of MSOffice Outlook, Excel, and Word.
• Experience with management of an electronic health record.
• Demonstrated ability to collect, analyze and use data to make operation and policy decisions.
• Experience working in a multidisciplinary setting and providing administrative support to treatment teams.
• High degree of initiative and motivation and the physical stamina to organize and manage multiple tasks with hard deadlines.
• Computer expertise with capability to become rapidly proficient with new systems.

Job Type: Full-time

Salary: $60,000 annually

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance
• Monday - Friday
• 8 hour shifts

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Management Experience: 8 years (Preferred)

Work Location: In person

Job Type: Full-time

Pay: Up to $60,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Athens, GA 30602: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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