Lead Administrative Coordinator, Emerson Wellness Center

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Reporting to the Associate Director, Health Services, the Lead Administrative Coordinator is responsible for overseeing and participating in the daily operational and functional activities necessary to sustain the Wellness Center. In addition, the Lead Administrative Coordinator is responsible for the oversight of duties and projects assigned to the Administrative Coordinators, delegating tasks, and managing execution of duties and projects. This position involves working closely with both the clinical and administrative staff including the Associate Directors of Counseling Services, and Wellness and Health Promotion to coordinate Wellness Center operations.

ESSENTIAL JOB DUTIES

Lead Responsibilities:

• Serve as the initial point of contact for the Administrative Coordinators for support, training, and escalations.
• Serve as the point of contact for Nurse Practitioners, Registered Nurse, Dietitian, Staff Therapists, and Associate Directors regarding operations, policies, and projects.
• Supervise the Administrative Coordinators and train and delegate work to student workers
• Oversee and manage the reception area, check-in procedures, and multiple paperwork processes.
• Process consultant payroll, expense forms, and purchase requisitions. 
• Facilitate training sessions for new hires on the EMR system, along with other relevant software systems and protocols as part of their onboarding.
• Prepare monthly reports and budget documents.
• Lead special projects as directed.
• Take lead in processes and procedures to increase efficiency within the Center.
• Contribute to operational strategic planning with the Associate Directors of the Center
• Establish workflow plan to ensure efficient operations and completion of projects
• Provide input on quarterly performance evaluations for Clinical Coordinators.
• Communicate team concerns, performance issues, and trends to the Associate Directors.    
• Compile semester and year-end reports of all client data reported by clinicians.

Administrative Coordinator Responsibilities

• Manage clinical schedule, confirm appointments and notify students and clinicians about conflicts, delays or reschedules. Verify student eligibility and insurance status.
• Manage incoming phone calls, emails, and walk-in requests for appropriate appointment or clinical referral.  Relay messages to clinicians in a timely way.
• Coordinate response in emergency situations, including contacting Campus police, ambulance services and/or receiving hospital. In some cases, determine the appropriate level of service needed for students.
• Explain protocols to students, parents, guardians and staff, while maintaining confidentiality as required by federal law. 
• Review student health records for compliance with College and Commonwealth pre-matriculation immunization/health form requirements, document information received, notify student of requirements
• Monitor Health Holds and update student status for Holds or Waivers when documentation is reviewed
• Data entry: immunizations, hold status, demographic data, and allergies from Health Forms
• Order and maintain office materials, forms and supplies. 
• Other Duties as assigned.

QUALIFICATIONS – Qualifications are deemed required or preferred and represent what is needed to effectively perform the job.

• Bachelor’s Degree preferred
• 3-5 years’ experience as administrative support for a fast-paced office environment required
• 3-5 years’ experience in an outpatient mental health or medical office setting, or an Emergency  or Urgent Care Department preferred
• Relevant work experience as a Medical Assistant in a medical/physician’s office preferred
• Experience with Medicat software or other EMR software required

KNOWLEDGE, SKILLS, AND ABILITIES – May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with the job. 

• Excellent customer service and computer skills.
• Proficient in written/verbal communication.
• Consistent attendance.
• Strong organizational skills, detail-oriented, capable of multitasking and prioritizing.
• Familiar with mental health setting standards, procedures and confidentiality.
• Exceptional interpersonal skills, effective in teamwork.
• Proficient in Microsoft Office, Google Suite; quick learner of new software.
• Skilled in interacting with diverse backgrounds and experiences.
• Experienced with diverse popu