Job Description

Coordinator, Office Administration and Operations

We are searching for an experienced Coordinator, Office Administration and Operations at our Goldsmith Campus - Westchester campus.

Primary Duties and Responsibilities:

The Student Health and Wellness Center (SHWC) is a holistic wellness center that includes both Medical Services and Counseling and Psychological Services (CAPS). This role is responsible for managing the day-to-day administrative functions in the SHWC. The SHWC office administrator fulfills student care responsibilities when students become patients and/or clients. These responsibilities include appointment scheduling, triage, verification of patient/client demographics, and facilitation of patient/client flow. The ideal candidate is passionate about working with a diverse student body and participates in the College's efforts to create a respectful, inclusive, and welcoming work environment. This position will directly report to the Director of the Student Health and Wellness Center/Medical Director, with facilitated supervision from the Director of Counseling and Psychological Services.

CORE DUTIES and RESPONSIBILITIES:

Front Desk and Administrative Operations (80%)

• Manages daily administrative tasks and front office operations of the Student Health and Wellness Center (SHWC)
• Greet and triages patients, clients, and guests to determine appropriate care pathways
• Schedules appointments and follow-ups for medical and counseling services
• Screens and prioritizes incoming calls and inquiries
• Assists with billing, payment processing, and insurance reconciliation
• Confirms student balance and processes payments
• Supports billing and reconciliation of the student health insurance plan
• Provides accurate information about the student health insurance plan to students
• Updates and maintains the Electronic Health Record (EHR) system with complete and accurate documentation
• Manages requests for medical and counseling records, immunization scanning, and forms
• Assists with the release of information and ensures HIPAA compliance and confidentiality
• Maintains and organizes satisfaction surveys and assessment tools (e.g., Healthy Minds, CCAPS)
• Ensures documentation aligns with Counseling and Psychological Services (CAPS) guidelines
• Participates in continuous quality improvement efforts and staff feedback processes

Student Access, Support, and Crisis Response (10%)

• Consults with students, faculty, and staff on available services and access procedures
• Provides triage, de-escalation, and support for students experiencing distress or crisis
• Assists with coordination and logistics during student hospitalizations (medical or mental health)
• Refers students to off-campus medical or mental health providers, as needed

Outreach, Events, and Campus Engagement (5%)

• Supports the planning and coordination of health and wellness events and educational workshops
• Coordinates logistics for promotion events (e.g., booking rooms, arranging food, confirming speakers)
• Assist in delivering general presentations on SHWC services and referral processes
• Represents the SHWC in relevant campus meetings and wellness initiatives

Team Development and Collaboration (5%)

• Actively participates in SHWC staff meetings and team functions
• Collaborates with SHWC staff to ensure coordinated, student-centered care
• Performs other duties as assigned that support the mission and function of the SHWC

Required Qualifications:

• Associate's degree, Bachelor's degree or equivalent education/experience
• Excellent customer service skills
• Ability to compile and analyze data
• Strong verbal and written communication skills
• Experience working within a health clinic, counseling office, and/or other related administrative support experiences around health and wellness holistic care
• Strong detail-orientation with the ability to problem solve independently, reaching out for help/support on patient cases, as needed.
• Caring, compassionate individual who enjoys helping others and providing a positive care experience.
• Used to balancing multiple, concurrent patient cases, and who are comfortable giving and receiving feedback to grow in their roles.
• Highly developed organizational and leadership skills. Demonstrated computer competency and knowledge of the use of an Electronic Health Record (EHR)
• Must be available to work occasional evenings and weekends for student events and/or to meet business needs
• Computer proficiency.

PREFERRED SKILLS and EXPERIENCE:

• Experience as a front office administrator for a medical office/clinic and/or counseling/mental health services.

FLSA Status: Non-Exempt

Compensation Type: Hourly Wage

Salary Range: 21.77 - 25.77

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

Application Details

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Thank you for your interest in employment at the Otis College of Art & Design.