ADMIN & OFFICE SPECIALIST III

Position Information

Role Title ADMIN & OFFICE SPECIALIST III

Role Code 91003

Pay Band 03

Posting Details

Working Title Front Office Manager

Position Number 50894A

Department THERAPY CLINIC FEES

Location Norfolk, VA

Type of Position Classified

Type of Job Full Time

EEO Category F Administrative Support (Clerical & Sales)

Job Description

The Front Office Manager is responsible for ensuring proper collaborative efforts between the front office team, Clinical Operations Manager, and Clinical Director for the Faschini Wallach Center for Restorative Therapies. This position supervises the day-to-day patient care operations of the front desk via patient check ins, registration, appointment scheduling, and medical record functions of the clinic. This responsibility includes managing the workflow and tasks associated within these areas as they relate to the clinical practice. The Front Office Manager is the direct supervisor for the employees staffing the functions above and is the primary point of contact for the office in the absence of the Clinical Operations Manager.

Type of Recruitment

Knowledge, skills and abilities

• Bachelor’s degree in healthcare administration, business administration, or a related field, or equivalent combination of education and experience.

• Two or more years’ experience managing patient care operations in a healthcare or rehabilitation clinic setting.

• Experience supervising staff or coordinating team workflows.

• A solid understanding of HIPAA privacy laws

• Organizational and mathematical skills required to balance day sheets, matching the payments collected at the front desk with appointments on the schedule

• Proficiency with electronic medical records ( EMR ) and scheduling systems.

• Strong organizational, communication, and problem-solving skills.

• Demonstrated ability to manage multiple priorities and respond to routine and unexpected operational challenges.

• Strong customer service and interpersonal skills.

• Ability to lead, supervise, and direct the work of others.

Special licenses, registration or certification

NONE

Education or training

Preferred a BA or BS degree or a combination of other education and experience considered equivalent

Level and type of experience

Preferred 2 years’ workplace experience in front office management for a healthcare or rehabilitation clinic setting.

Additional Considerations (supplemental knowledge, skills, abilities, education, experience, licensure, certification)

• Experience with Medicare therapy regulations, including caps, exemptions, and appeals processes.

• Knowledge of medical records systems, compliance standards, and audit processes.

• Familiarity with university-based clinics or academic health systems.

Conditions of Employment

• This is a 12-month, full-time classified staff position based in Norfolk, Virginia.

• Work is primarily performed in a clinical office environment with frequent interaction with patients, staff, students, and external stakeholders.

• The position requires regular on-site presence to support clinic operations.

• Occasional early morning, evening, or extended hours may be required to ensure clinic coverage and operational needs.

• The employee must comply with all university policies, healthcare regulations (including HIPAA ), and applicable state and federal laws.

• Employment is contingent upon a successful background check.

• The position may require periodic training related to compliance, safety, and healthcare regulations.

• Physical requirements include occasional standing, walking, and light lifting consistent with a clinical office environment.

Annual Salary/Hourly Rate Salary range between $ - 48,000-62,000

Posting Detail Information

Job Requisition Number S03361

Job Open To General Public

Open Date 09/25/2026

Close Date

Open Until Filled Yes

Special Instructions Summary

Applicants must complete the online application and submit the following materials for full consideration:

• A cover letter describing qualifications, clinical experience, and interest in the position.

• A current curriculum vitae or resume.

• Contact information for three professional references, including at least one supervisor familiar with the applicant’s clinical performance.

Criminal Background Check The final candidate is required to complete a criminal history check.

College Home Page

Department Home Page

Equity Statement

It is the policy of Old Dominion University to provide equal employment, educational and social opportunities for all persons, without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), color, religion, sex or gender (including pregnancy, childbirth, or related medical conditions), national origin, gender identity or expression, age, veteran status, disability, political affiliation, sexual orientation or genetic information. Individuals from minoritized communities, women, veterans and individuals with disabilities are encouraged to apply.

Reasonable Accommodation Request

If you are an individual with a disability and require reasonable accommodation, please contact the Division of Talent Management and Culture at (757)683-3141.

Alternative Hiring Process

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process.

To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services ( DARS ), or the Department for the Blind & Vision Impaired ( DBVI ). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter.

To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155.

Pay Transparency Nondiscrimination Provision

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or © consistent with contractor’s legal duty to furnish information.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• Are you a former federal employee who was terminated from a position of employment with the federal government on or after January 1, 2025, due to a reduction in the federal budget or initiatives put in place by the federal Department of Government Efficiency?

• Yes - If yes, please upload a copy of your Standard Form (SF-50)

• No

• Do you now, or will you in the future, require sponsorship for an employment visa?

• Yes

• No

Applicant Documents

Required Documents

• Resume

• Cover Letter/Letter of Application

• Contact Information for Professional References

Optional Documents

• Curriculum Vitae

• Yellow Layoff Form

• Blue Layoff Card

• AHP Letter

• Standard Form 50 (SF-50)