Front Office Manager

About the role

The Counseling and Health Wellness (CHWS) office manager is responsible for the non-clinical aspects of the day-to-day operations in the Counseling/Medical office environment.

Responsibilities

• Supports medical and psychology staff.
• Answers telephones, greets visitors, and responds to inquiries from students, staff, faculty, and community members.
• Screens patients/clients to ensure appropriate, timely scheduling.
• Consults nurse, medical or psychology staff to triage emergencies.
• Provides immediate referral to nurse or psychologist for triage when a presenting concern is emergent.
• Affords clerical assistance with computer projects, reserving space on campus, printing projects, and patient/client outcome surveys.
• Maintains copies of office forms and responds to requests for records, faxes, and manages office mail distribution.
• Promotes excellent customer service by all levels of the staff.
• Maintains and manages all filing and organizational systems for the office.
• Coordination of the day-to-day operations of the practice.
• Supervises Front Office student workers.
• Supports patient/client check-in and check-out.
• Coordinates logistics for internal and external meetings and conferences.
• Affords assistance with management of CHWS website.
• Coordinates with providers to create a clinical schedule.
• Establishes new staff privileges (e.g. keys, business cards, computer security, etc.).
• Affords coordination of internal and external vendors.
• Supplies, furniture purchase and allocation.
• Affords assistance in special projects as needed.
• Budget Responsibilities: Responsible for office supply ordering.

  Qualifications

  • High school diploma.
  • Strong customer service skills and must be able to maintain confidentiality of medical/counseling records and contacts, remain calm in stressful circumstances, and work effectively with diverse constituencies.
  • Knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation.
  • Word processing and spreadsheet experience (Word and Excel preferred).
  • Strong multitasking and problem-solving skills.
  • Excellent communication, interpersonal, organization, and decision-making skills.
  • Professional communication skills, including face to face, email, telephone, and video conference.
  • Ability to communicate professionally with clinicians, nurses, allied health staff, administrative staff, frontline staff, contractors, governmental agencies, insurance payers, patients, family members of patients, suppliers, and the general public, of all age levels.
  • Possess knowledge of office/business equipment including set-up and minor maintenance.
  • Commitment to equal opportunity/affirmative action and to creating and sustaining an environment supporting full inclusion for a diverse student population.
  • Preferred Certification as a medical assistant, or equivalent.
  • Minimum of three years experience in a primary care office, preferably with front office responsibilities.
  • Experience with electronic health records.
  • Training in primary care scheduling and ability to appropriately appoint an array of medical and mental health presenting concerns.
  • Skill in using healthcare software and computer systems.
  • Skill in writing policies and procedures.

    Benefits

    Career Framework Information: Job Family: Administrative Support Level:S2 Pay Grade: 2 The anticipated hiring range for this position is $20.65 to $21.90, up to $22.48 per hour for an experienced candidate in this role. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations. Puget Sound offers a generous benefits package for eligible staff employees, including: Medical, dental, and vision Life insurance and long-term disability Employee Assistance Program Retirement plan options and 403(b) contributions Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays Education benefits, such as full tuition for eligible employees and their families Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!) Please Note Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits. This position is non-exempt from the provisions of the Fair Labor Standards Act. For more information on Puget Sound's non-exempt staff benefits package, visit: Summary of 2026 Benefits for Staff Members in Non-Exempt Positions.pdf - Google Drive For the Campus Holiday and Bonus Day Schedule, visit: https://www.pugetsound.edu/human-resources

    Application

    To apply, visit: www.pugetsound.edu/employment

    About Puget Sound

    Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.

    EEO/AA

    The University of Puget Sound is an equal opportunity employer.