Medical Office Manager for Perrella Wellness Center & Counseling Services
Oneonta, NY
Full Time
Student Experience
Entry Level
Date: June 30, 2025
Title: Medical Office Manager for Perrella Wellness Center & Counseling Services
Description: Under the supervision of the Director of the Perrella Wellness Center/Director of Counseling Services, the Medical Office Manager for the Perrella Wellness Center and Counseling Services is responsible for serving as the front desk receptionist in a busy medical office setting. The Office Manager is the first point of contact for students, faculty, or staff that come to visit the Perrella Wellness and Counseling Center. In addition, the Medical Office Manager provides administrative assistance to the medical and counseling staff and serves as a liaison between the health and counseling center and all other campus departments.
Responsibilities:
An independent, residential liberal arts college enrolling approximately 1,200 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce. The College features a Liberal Arts in Practice general education curriculum and aspires to “be the best at melding liberal arts education with experiential learning.”
Hartwick operates as a community of learners where there is a very real sense of belonging and connection. By joining Hartwick, you become part of a group of people who work together, share in our successes, and a celebrate our accomplishments. All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders—what you do at Hartwick really matters.
Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.
Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply.
Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.
Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process.
All applicants are asked to submit the following materials with their online applications:
Title: Medical Office Manager for Perrella Wellness Center & Counseling Services
Description: Under the supervision of the Director of the Perrella Wellness Center/Director of Counseling Services, the Medical Office Manager for the Perrella Wellness Center and Counseling Services is responsible for serving as the front desk receptionist in a busy medical office setting. The Office Manager is the first point of contact for students, faculty, or staff that come to visit the Perrella Wellness and Counseling Center. In addition, the Medical Office Manager provides administrative assistance to the medical and counseling staff and serves as a liaison between the health and counseling center and all other campus departments.
Responsibilities:
- Serve as the medical office manager for a busy medical and counseling wellness center that supports a physician, a full-time family nurse practitioner, a full-time staff nurse, two part-time medical professionals, 2-3 personal counselors, and referrals to a telecounseling program.
- Primary accountability for maintaining the patient visit schedule for the healthcare provider of the day & 2-3 counselors, and for managing staff calendars.
- Manages requests related to the sharing of medical and counseling records following HIPAA protocols.
- Coordinates appointments and necessary paperwork for individuals requiring follow up with community specialty providers, the lab, and medical imaging.
- Creates and maintains orderly student medical records in compliance with protocols r/t the maintenance of health documents.
- Data entry validating health document compliance for all incoming students and annual data entry of compliance with health requirements for all nursing majors and athletes.
- Providing risk management customer service for injured athletes and families with supervision of sports injury claim files and coordination of care providers’ bill payment by insurance.
- Reception and answering of phones (primary phone contact number for Perrella Health Center and Perrella Counseling Center).
- Assists with answering questions for the Perrella Wellness Center.
- Process incoming and outgoing mail and packages.
- Monitors and responds to counseling and health center departmental email accounts.
- Front desk reception for those accessing Perrella and provision of appropriate direction as necessary throughout the Perrella encounter.
- Distributes and verifies completion of all required pre-appointment paperwork.
- Provides basic screening for physical or mental health needs and schedules appointments based on established standards.
- Maintenance of a tidy and welcoming reception area for patients.
- Maintenance of office supply inventory.
- Provides orientation to new Perrella employees on general office procedures, office administrative processes and assists in the orientation of new employees to the Hartwick campus and policies.
- Closes the Perrella building and ensures it is locked at the end of each workday.
- Perform other job-related duties as assigned by the director of the health center or counseling.
- Comply with all applicable College, Federal, State, local, and associational laws, rules and regulations.
- Support and attend key signature College events including but not limited to Wick Week, True Blue Weekend, and Commencement Weekend.
- Maintain positive professional relationships with internal and external constituents.
- As a representative of the College, comport oneself in a professional manner at all times, both on and off campus.
- Excellent written and verbal communication skills.
- Strong computer skills including Microsoft software (Word, Office, Excel, Datatel, & PyraMed).
- Customer service focused with comfort interacting with a diverse community and the ability to maintain composure and perform well in high intensity and stressful situations.
- Ability to multi-task in a fast-paced environment.
- Excellent interpersonal and customer service skills.
- Strong organizational and time management skills.
- Knowledge of HIPAA and health insurance is preferred.
- Management of personal and confidential health information in a discreet and professional manner.
- Consistent attention to detail.
- Flexibility and a positive attitude.
- Ability to manage deadlines, work independently, and function as a solid team member.
An independent, residential liberal arts college enrolling approximately 1,200 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce. The College features a Liberal Arts in Practice general education curriculum and aspires to “be the best at melding liberal arts education with experiential learning.”
Hartwick operates as a community of learners where there is a very real sense of belonging and connection. By joining Hartwick, you become part of a group of people who work together, share in our successes, and a celebrate our accomplishments. All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders—what you do at Hartwick really matters.
Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.
Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply.
Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.
Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process.
All applicants are asked to submit the following materials with their online applications:
- A cover letter;
- A resume; and
- The names and contact information for three references, with annotation regarding how the reference is related to you and your work (at least one of your references must be from a current and/or previous supervisor).
Apply for this position
Required*