Operations Associate

The University of Virginia's Department of Student Health and Wellness is seeking an Operations Associate. The Operations Associate will function as part of a larger department-wide Administrative team encompassing Human Resources, Compliance, Medical Records, and Insurance/Billing. The Operations Associate will work within a broad range of responsibilities requiring a high degree of professionalism, collaboration, initiative, attention to detail and discretion in handling confidential and sensitive information. This position requires experience in administrative and business operations, preferably in a health care setting. The Operations Associate reports to the Assistant Director of Operations and works closely with other team members across the department.

Responsibilities include:

• Welcomes new hires by managing paperwork, facilitating training, setting up tech access, explaining culture/policies, and serving as a primary contact for questions, ensuring a smooth transition into the organization through coordination with managers, IT, and other departments.

• Manages employee data from hire to termination, ensuring accuracy, confidentiality, and legal compliance by maintaining personnel files, processing actions (like new hires, status changes, job descriptions), data entry into HR systems, and supporting payroll/benefits.

• Verifies healthcare providers' qualifications (licensing, education, experience) and their specific practice scope (privileges), ensuring regulatory compliance and patient safety.

• Coordinates with individual providers to ensure completion of credentialing and re-credentialing paperwork, including but not limited to peer letters, standard evaluation, self-evaluation.

• Monitors and assists providers with ongoing Medicare provider enrollment.

• Monitors students' federal work study awards, communicates balances to students and supervisors and ensures awards are not exceeded on an annual basis. Utilizes SIS Reporting Tool as needed.

• Assigns and manages compliance with learning programs (onboarding, annual training) to maintain staff competency and align with company goals.

• Organizes, maintains, and safeguards patient data (both paper and electronic) for accuracy and compliance (HIPAA/FERPA). Core duties include data entry, coding, filing, processing and responding to patient inquiries.

• Manages the lifecycle of business agreements, from drafting to tracking deadlines. Ensures compliance, maintains contract databases, and resolves issues. Requires strong organization, attention to detail, communication, and risk management skills to ensure all contractual obligations are met efficiently.

• Supports operational projects by handling day-to-day logistics, administration, and communication to keep projects on track.

• Assists with coordination of regulatory/compliance initiatives.

• Assists with updating the phone system during closures and placing ITS order for new phone lines and other phone updates. Assists, as needed, with troubleshooting phone issues.

• In addition to the above job responsibilities, other duties may be assigned.

Minimum Requirements:

Education: High School Graduate or equivalent required.

Experience: 3+ years relevant experience required, preferably in the healthcare industry.

Preferred Qualifications:

• Bachelor's Degree

• Working knowledge of Workday (Financial and HR).

• Prior experience in hiring and managing student workers.

• Working knowledge of Smartsheets.

• Ability to independently research topics pertaining to operational area.

• Excellent oral and written communication skills.

• Proficient in Excel and Smartsheet.

About the Position

The anticipated hiring range for this overtime-eligible position is $28.00-30.00/hour and is commensurate with experience and qualifications. This is primarily a sedentary job involving extensive use of desktop computers. The job will occasionally require traveling some distance to attend meetings and programs.

This position is in person on the UVA Grounds in Charlottesville, VA. This is a exempt-level, benefited position; learn more about UVA Benefits.

Application Timeline

The position is open until filled, but to assure full consideration, preference will be given to applications submitted by February 6, 2026.

How to Apply

Applicants not employed at UVA please apply through the UVA job board; current employees please search and apply for jobs on the UVA Internal Careers website and complete an application. Complete an application with the following documents:

• Resume

• Cover Letter

Applications without all required documents will not receive full consideration. The selected applicant will pass a background check and drug screen. This position will not sponsor applications for immigration now or in the future.

Reference Check Process

References will be completed via UVA's standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three is required.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Contact

For questions about the application process, please contact Michele Jarman, Academic Recruiter.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.