Medical Office Manager
Job ID: R0035401 | Health Services Administrative | Full Time | Charlottesville, VA
The University of Virginia's Student Health and Wellness Center, Medical Services clinic is currently seeking a Medical Office Manager. The Medical Office Manager provides supervisory duties for a team of Medical Office Assistant staff in Medical Services which include training, troubleshooting, advising and conducting performance management duties. They provide support to and serve as the liaison to Medical Services leadership, making recommendations for hiring, performance management, and discipline, but they do not have authority to carry out recommendations independently.

This position coordinates patient reception and appointment scheduling functions for all Medical Services at Student Health. The Manager coordinates all medical office assistant work schedules to ensure that telephones and reception areas are covered and serves as main contact for providers seeking resolution of administrative issues.

Duties include:

  • Creating daily/weekly/monthly schedules for medical office assistants to ensure coverage is adequate.
  • Reviewing timesheets and documenting unplanned leave along with approved leave on Admin Outlook calendar.
  • Changing/Updating provider schedules in Medicat with appropriate approval. This duty could include creating of scheduling blocks, lunches, meetings, etc., and backing up to team members.
  • Supervising and coaching medical office assistants in performing customer services duties including answering telephones, patient check-in, referrals, radiology, and appointment scheduling.
  • Providing back-up support to medical office assistants when volume and staffing requires.
  • Working on special projects as requested by leadership.
  • Assisting in communicating policies and protocols to medical office assistants.
  • Providing input to the Director of Nursing Services on staff performance.
  • Processing referrals to outside providers based on requests from Student Health and Wellness clinicians.
  • Entering referral data into referral database and keeping referral contact list current.
  • Ensuring that employees receive constructive feedback in interim as well as during annual evaluations. Documenting performance conversations with staff that are timely, specific.
  • Arranging staff meetings to educate and inform staff and to receive feedback.
  • Other duties as assigned.


This is an overtime eligible position with UVA benefits. Employees benefits package highlights include:

  • 22 days of paid time off, increasing with service; 13+ paid holidays each year, in addition to paid time off; Parental and Community Service Leave
  • Health plan with options to meet healthcare and financial needs
  • Retirement through the Virginia Retirement System
  • Tuition and professional development benefits
  • Employee wellness program featuring activities to earn up to $500/year.


Selected applicants will pass a background check and health and drug screen.


  • Education: High school diploma
  • Experience: Six years of administrative experience in a healthcare environment including some experience leading or supervising others. Two years of supervisory experience is preferred.
  • Licensure: None


This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings and programs.

COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.




Charlottesville, VA
Charlottesville, VA 22903

Working here.

Careers at the University of Virginia reflect a wide breadth of professions, ranging from teaching to administration, IT professionals to financial analysis, research to grounds management, and talent recruiting to facilities management, among many others. Every person here — faculty, staff, student, healthcare professional — helps to advance our world-class institution, encompassing a larger mission of discovery and service.

Quality of Life

Charlottesville, Virginia is one of the nation’s most charming and picturesque places to live and work. Our area boasts many excellent restaurants, wineries and craft breweries; historic sites; Shenandoah National Park and Skyline Drive; and a great selection of homes in welcoming neighborhoods, as well as urban and rural locations. Public transportation is excellent, and you’re just a short drive from the beach or Washington, D.C.

Safety Photo

UVA Health Quality & Safety

At UVA, delivering the highest-quality, most advanced and safest healthcare to our patients is our top priority. That’s why we never stop striving to make our best better. As a leading healthcare institution, our goal is to be the safest place in America to receive care and to work, because patient and team member safety is essential to providing the best healthcare. The COVID-19 pandemic remains a fluid situation. At UVA Health, we've been on the frontlines since the beginning. Nurses, researchers, doctors — we've all been doing our part to halt the virus. This effort is part of our longstanding commitment to provide care you can count on.