Office Coordinator, University Wellness Commons

Job description

Open Date:


Close Date:


Classification Title:

Office Coordinator, University Wellness Commons


College of Arts & Sciences


Student Life - University Wellness Center

FLSA Status:

Non-Exempt Hourly

Career/Pay Band:


Work Schedule:

10 month

Full Time vs Part Time:

Full Time



Primary Function:

The office coordinator provides confidential administrative and operational support for the University Wellness Commons. The office coordinator is responsible for overseeing administrative support to the director team of the wellness commons, project management of WC operations including CAPS, UHS, Wellness Promotion and Outreach and Sewanee Fitness Center, accounting and back-end technological support.

Typical Duties & Responsibilities:

  • Assist Wellness Commons Director team in project management and inter- and cross-departmental workflow
  • Develop, implement, evaluate, train other staff and assist in other technical arenas for the Wellness Center.
  • Maintain a calendar for UWC staff related to annual required staff training such as OSHA, Bloodborne Pathogen exposure prevention, CPR/ACLS, and others as directed by Environmental Health and Safety.
  • Supervise work study students on project planning and implementation
  • Coordinate and streamline communication between departments of the WC including CAPS, UHS, Wellness Promotion and Outreach and Sewanee Fitwell
  • Perform monthly financial duties, including monthly procurement card duties, payment to vendors, and coordination of payment to contract employees.
  • Provide department budget analysis, monitoring and communication with Director team
  • Use and proficient knowledge of word processing, spreadsheets, powerpoint programs, image programs and more.
  • Coordinate and assist with Wellness Commons events, including design of flyers and other PR for outreach activities as needed
  • Collaborate with the Wellness Promotion and Outreach department to update website and media accounts for WC.
  • Cross-train to provide occasional coverage for front-end administrative staff who manage UWC patient care and provider schedules
  • Coordinate completion of yearly contracts and required supplemental documentation for contract staff.
  • Provide data, graphs and reports on recorded information on demand from EMR.
  • Administer patient surveys and data collection on patient satisfaction biannually
  • Balance various requests and work on projects independently, including initiating projects on own volition and managing time and priorities with 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.

Judgment Required:

Performance of the essential duties of this position is dependent upon independent ingenuity and developmental efforts.

Budgetary Responsibility:

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


Associate’s degree required; Bachelor’s degree preferred


3+ years general office management experience; 2+ years experience in using spreadsheets, word processing and professional documentation; Some experience with budgeting and accounting or interest in training in this domain preferred; Interest in public and student health and wellness required.

Job Related Skills:

1. Requires excellent interpersonal skills, ability to communicate effectively and professionally across departments
2. Flexible, organized, ability to self-initiate tasks and project manage with little direction
3. Ability to manage multiple administrative schedules and timelines
4. Familiarity with computer programs for word processing, spreadsheets, presentations, electronic medical records system, Mac and Windows OS, and an interest in learning new technologies, budgetary/accounting skills

Student Contact:

Act as first point of contact providing campus-wide wellness email notifications, may work with Federal work-study students on project management and planning; occasionally fill-in for front-desk staff of UWC, supporting patient visits


Daily take messages, streamline communications between all WC operations via the administrative team


Occasionally communicate across campus departments on behalf of WC operations; Support cross-departmental collaboration and communication

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 confidential medical records of student health information; Responsible for maintaining confidential employee information

Working Environment:

Integrated wellness center- counseling, medical and fitness offices

Physical Requirements:

Must be able to lift up to 10 pounds (Sedentary work), Must be able to carry up to 10 pounds (Sedentary work)

Any additional requirements specific to this position:

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: 2/12/2021
Application Due: 2/25/2021
Work Type: Full Time