Office Coordinator, University Wellness Center

Job description

Open Date:


Close Date:


Classification Title:

Office Coordinator, University Wellness Center


College of Arts & Sciences


Student Life - University Wellness Center

FLSA Status:

Non-Exempt Hourly

Career/Pay Band:


Work Schedule:

Full Year

Full Time vs Part Time:

Full Time



Primary Function:

The office coordinator provides confidential administrative and operational support for the UWC. The office coordinator is responsible for overseeing clinical services work-flow and all administrative and operational requirements for Counseling and Psychological Services (CAPS), as well as other UWC departments (Health Service, Wellness Promotion and Outreach).

Typical Duties & Responsibilities:

  • Utilize UWC’s electronic medical record (EMR) – Point and Click. Use EMR proficiently and provide administrative and professional role in managing confidential medical information.
  • Develop, implement, evaluate, train other staff and assist in other technical arenas for the Wellness Center.
  • Supervise work study students.
  • Use and proficient knowledge of word processing, spreadsheets, powerpoint programs, image programs and more.
    Coordinate and assist with Wellness Center events, including design of flyers and other PR for outreach activities.
  • Manage work-flow (scheduling) for CAPS.
  • As needed, manage work-flow for UHS. This includes managing the wait list for CAPS patients, coordinating with the Clinical Team.
  • Responsible for brief triage of patients – ability to appropriately direct students in mental health crisis to appropriate services and appointments.
  • Ability to remain calm and focused when triaging walk-in crisis situations.
  • Ability to act independently on calls with students, parents and university staff.
  • Perform monthly financial duties, including monthly procurement card duties, payment to vendors, and coordination of payment to contract employees.
  • Provide department budget analysis.
  • Coordinate completion of yearly contracts and required supplemental documentation for contract staff.
  • Provide data, graphs and reports on recorded information on demand.
  • Balance various requests and work on projects independently, including initiating projects on own volition and managing time and priorities without minimal supervision.
  • Respect and protect the confidentiality of patients. Ensures that all confidential correspondence is kept secure. Creates and maintains confidential files.
  • Cooperates and collaborates with other employees in the spirit of teamwork and collegiality.
  • Other duties as needed/request.

Judgment Required:

Judgment and discretion as to the use of established policies are required to perform the essential duties of this position.

Budgetary Responsibility:

Monitors expenditures against budget; prepares budget data for review/approval by supervisor/department head.


Some post-secondary education required; Bachelor’s degree preferred.


3-5 years general office management experience
2-4 years spreadsheet, word-processing and computer technology experience
Experience with Excel and accounting preferred.

Job Related Skills:

1.May require excellent people skills due to the complex or confidential nature of situations encountered
2.Ability to pay excellent attention to detail required due to government or legal regulations/considerations
3.Ability to multitask, balance requests from multiple staff members, focus in a high
distractibility environment, and work independently on multiple projects
4.Familiarity with computer programs for word processing, spreadsheets, power points, pdfs, image files, electronic medical records and computer accessory equipment and Mac and Windows operating systems. Capacity and inclination to learn new technologies
5.Flexibility, organization and time management, excellent written communication and excellent problem solving skills

Student Contact:

Daily: taking messages, scheduling/coordinating appointments and providing reminders, answering questions, providing information, collecting student forms/information, providing testing [BASICS] (CAPS, Disabilities Support Service, UHS). Act as first point of contact for DSS, CAPS and provide campus-wide notices from Wellness Center.


Daily: taking messages, scheduling appointments, answering questions, providing information


Daily: taking messages, scheduling appointments, answering questions, providing information

Supervision Received:

This position works with considerable independence and self-direction. Only general direction and scope of the work to be accomplished are discussed with supervisor.

Confidential Information:

Responsible for maintaining confidentiality of student medical, counseling, and disability records. Responsible for maintaining confidentiality of employee information.

Working Environment:

Medical/Counseling Environment

Must be able to wear an approved mask for prolonged periods while performing job duties and responsibilities

University Information:

The University of the South, commonly known as Sewanee, comprises a nationally ranked residential College of Arts and Sciences and a School of Theology. The University is strongly committed to the values of intellectual inquiry, diversity, equity, and inclusion, and living and serving in community. Situated on 13,000 acres atop Tennessee’s Cumberland Plateau, Sewanee is known for its stunning natural beauty while providing easy access to Chattanooga, Nashville, and Huntsville. The University is affiliated with the Episcopal Church and seeks to help employees of all backgrounds and identities flourish.

EEO Statement:

The University of the South is an equal opportunity educational institution that is committed to creating and maintaining a diverse and inclusive campus environment.

Employment Prescreening:

Eligibility for employment is contingent upon successful prescreening

Non-Discrimination Statement:

The University of the South stands firmly for the principle that its employees, students, and participants of university-sponsored programs and activities have a right to be free from discrimination based on race, color, sex, religion, national origin, age, disability, sexual orientation, gender identity, veteran status, pregnancy and childbirth, and genetic information. As required by Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990 and the ADA Amendments Act of 2008, Title VII of the Civil Rights Act of 1964 and Title IX of the Education Amendments of 1972, the University does not discriminate on the basis of sex or other protected categories in the educational programs or activities which it operates. This requirement of non-discrimination extends to admission to and employment in those programs or activities. The University is committed to sustaining a community in which the dignity of every individual is respected. Key to this value are efforts to nurture an environment of civility and mutual respect and to foster a culture of reporting concerns so that the University can respond promptly and equitably whenever an incident occurs. All employees, students, and participants of university-sponsored programs and activities have the right to be free from harassment and retaliation.

Inquiries regarding the application of Title IX may be addressed to:

The University’s Title IX Coordinator, Dr. Sylvia Gray, at:

Woods Lab, 138

(931) 598-1420

Email: [email protected] or [email protected]




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Job No:
Posted: 1/9/2021
Application Due: 1/22/2021
Work Type: Full Time