Office Manager

Updated: 2 months ago
Location: Lawrence, KANSAS



Position Overview

The Office Manager of the Schiefelbusch Clinic is a dynamic and critical position.  The daily operations of the office, computer room and resource room are the responsibility of the Office Manager.  The Office Manager has duties and responsibilities that fall into two major areas:  Clinic administration and financial.  Each of these areas is critical to the teaching and service missions of the Clinic and its faculty and students. The Office Manager will see, hear, and have access to confidential information that must be handled in accordance with all relevant state and federal laws and University policies and procedures regarding its use and disclosure.

This is be a hybrid position, as in part telework and part on-campus. This will transition to fully on campus at a later date after campus restrictions have been lifted due to COVID-19.

The mission of the College of Liberal Arts and Sciences is broad and expansive – foster interdisciplinary education, grow global awareness and engage in experiential learning. Supporting this mission requires a comprehensive skill set that enables staff to serve in several different roles.

Working as a staff member for the College of Liberal Arts and Sciences enables individuals to take ownership of various tasks. Staff members also have the support of a strong, connected group of teammates working to “aspire for excellence in research and teaching that gives insights into the past, creates answers for the present, and builds bridges to other cultures, communities and our futures.”

Job Description

40% - Clinic Director Support & Office Management

Assisting Schiefelbusch Speech-Language-Hearing Clinic Director with activities that support the academic and service missions of the Clinic and the academic mission of the department/program; examples include answering emails related to Clinic activities;  attending/arranging meetings; managing student hourly workers, including interviewing students, training, performance management, supervision of students; preparing materials as needed by clinical faculty, clients, and students.

  • Serve as first contact and liaison between medical community, state and federal agencies, University faculty and staff, students, prospective graduate students, and the general public.
  • Serve as liaison for Clinic facility work orders
  • Manage printers and office supplies
  • Maintain student contact hours, collaborates with departmental administrative assistant in maintaining the accuracy of these hours
  • Manage calendar for Clinic rooms
  • Manage client and student data and files
  • Initially and annually prepares and submits provider applications and documentation for Medicare, Medicaid, Blue Cross Blue Shield and other third party reimbursers.
  • Maintain up-to-date knowledge of Physician’s Current Procedural Terminology codes and International Classification of Diseases codes.
  • Provide front-line technology support and/or contact IT for Clinic
  • Hire and manage Clinic student hourly workers
  • Coordinate student hourly work to match Clinic operating schedule
  • Communicate with University, State and Federal agencies to ensure compliance with requirements
  • Maintain records of licenses and certifications of professionals employed in Clinic
  • Maintain appointment calendars for Clinic services
  • Schedule or supervise scheduling of audiology appointments
  • Prepare or supervise all office correspondence.
  • Coordinate preparation and completion of client forms and generates new forms as procedures are changed or developed
  • Develop and maintain systems for tracking client and student information, maintaining confidentiality of both clients and students
  • Oversee operations of Student Resource Room including implementing a tracking and check-out system for materials
  • Assist with development and updates of Clinic manuals
  • Coordinate the maintenance of all Clinic equipment
  • Assist with preparation of yearly Clinic reports

  • 55% - Financial Management
  • Ensure that all financial transactions are entered into data tracking system daily
  • Using billing software and vendor, prepares monthly billing of health insurance companies and monthly client statements
  • Receive and document all income from client and third party payers
  • Transmit deposits and financial records in accordance with University policies and procedures
  • Prepare reports in accordance with University policies
  • Generate monthly reports for Clinic Director
  • Assist with research and acquisition of new equipment, following state and University procedures
  • Participate in Clinic budget planning
  • Assist clinical faculty and clients with forms and paperwork

  • 5% - Other

    As specified by the department, based on needs

    Position Requirements

    • Due to COVID restrictions, this position will begin teleworking and may transition to on-site work when deemed safe and necessary.
    • This position will be a hybrid of on-site work and telework as deemed by supervisor.

    Required Qualifications

  • Bachelor's degree OR a high school degree/GED plus a minimum of three years of related office management work experience.
  • Computer skills in a PC/Windows environment including MS Word and MS Excel as demonstrated by application materials and previous experience.
  • Excellent written communication skills and attention to detail as demonstrated by application materials.

  • Preferred Qualifications

  • Ability to work independently in a team environment, take ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks and consistently meet deadlines.
  • Ability to establish and maintain effective working relationships with faculty, administrative staff and students in a higher education environment.

  • Contact Information to Applicants

    Jane Wegner
    +1 785 864 4690

    Additional Candidate Instruction

    A cover letter addressing how required and preferred qualifications are met. Resume or curriculum vitae. Contact information for three professional references.

    This position has been reopened and will accept additional applicants thru November 22, 2020.  

    Advertised Salary Range


    Application Review Begins


    Anticipated Start Date


    Primary Campus

    University of Kansas - Lawrence

    Employee Class

    U-Unclassified Professional Staff

    Work Schedule

    M-F; 8am-5pm
    This is be a hybrid position, as in part telework and part on-campus. This will transition to fully on campus at a later date.

    Job Family

    Administrative Support-KUL

    Conditions of Employment

    Contingent on Funding

    Work Location Assignment



    The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Executive Director of the Office of Institutional Opportunity & Access,, 1246 West Campus Road, Room 153A, Lawrence, KS 66045, 785-864-6414, 711 TTY 9for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).

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