"Front Office Coordinator, Workforce Development, Family & Community Medicine"

Front Office Coordinator, Workforce Development, Family & Community Medicine

Company:
The University of Arizona

Job Location:
Tucson, 85724

Category:
Administrative Assistants

Type:
Full-Time

Posting Number: req24761

Department: Family and Community Medicine

Location: University of Arizona Health Sciences

Address: 1030 N. Alvernon Way, Tucson, AZ 85711 USA

Position Highlights

The RISE (Recovery thru Integration, Support & Empowerment) Front Office Coordinator provides general administrative functions and assistance, including communicating with stakeholders, preparing and participating in outreach recruitment and marketing activities, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, composing correspondence and other documents, and analyzing data. The Administrative Support Professional handles confidential and delicate matters related to personnel matters and business affairs, and coordinates administrative tasks to operate the RISE Health & Wellness Center, Camp Wellness, Workforce Development Program, and associated programs. These programs help individuals with serious mental illnesses, substance use disorders, and other health conditions to improve their health and reach their goals, with this role performing a wide variety of tasks to support implementation of multiple programs.

This position will foster a warm, welcoming, inclusive experience for program participants, members of the public, and members of the Camp Wellness and WDP teams by operating the front desk and phonelines. This position will support in the review and coordination process of electronic health records, including referrals, intake assessments, and managing medical records requests, serving as backup to billing staff, and providing programmatic support.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities

Coordinate referral, intake, renewal, service, and discharge processes, including:

• Communicating with participants, case managers, and other behavioral and integrated healthcare staff to complete referral and admission process.
• Performing eligibility screening and insurance verification.
• Screening and tracking program referrals.
• Following up on missing documentation.
• Arranging for communication services in compliance with CLAS standards.
• Scheduling intake assessment and renewal appointments.
• Orienting prospective and incoming participants to building and services.
• Entering group session schedules in electronic health records.
• Verifying, submitting, and uploading monthly progress summaries.
• Processing medical records requests.
• Verifying medical records and documentation are complete, accurate and timely.
• Assisting with annual audits, applications, renewals, and re-credentialing processes.
• Assisting with billing and claims submission.
• Participating in internal and external meetings for coordination of services.

Foster a warm, welcoming, inclusive environment via electronic, telephonic, and in-person greetings, customer service and staff support, including:

• Greeting participants upon arrival.
• Operating front desk, phone lines and shared email boxes.
• Operating office machines (scanner, copier, etc.).
• Coordinating updates for websites and social media platforms.
• Maintaining calendars, scheduling and coordinating meetings, events and logistics.
• Providing technical support for participants and employees.
• Assisting with basic first aid and coordination of care during medical emergencies.

Coordinate and participate in outreach recruitment and marketing activities, including:

• Developing relationships with referral sources and community organizations.
• Identifying relevant marketing and outreach opportunities.
• Implementing email and social media campaigns.
• Performing outreach recruitment at community events.
• Assisting with coordination of Arizona Palooza and other outreach events.
• Monitoring effectiveness of marketing and outreach recruitment activities.

Work within protocols to maintain a clean, safe learning environment, including:

• Performing opening and closing procedures to ensure building and grounds are safe and inviting.
• Supporting instructional staff with preparation and cleanup (including arranging classrooms, operating computer and projector, shutting down equipment, cleaning dishware, storing supplies, etc.).
• Maintain organized electronic and physical filing systems for records, correspondence and program materials, ensuring efficient retrieval and proper archiving.
• Maintain inventory of program supplies.
• Coordinate maintenance of office equipment and building maintenance services to ensure smooth daily operations.
• Perform general office support, contribute to team goals, and support the successful completion of projects and responsibilities.

Provide administrative support to the director to implement program initiatives including:

• Taking meeting minutes.
• Developing, monitoring and completing implementation plans.
• Supporting program logistics, including timeline tracking, material preparation.
• Performing data entry.
• Gathering, compiling, and verifying information for memos, reports, and presentations.
• Preparing, formatting and proofreading correspondence, reports, presentations, and other documents, ensuring accuracy and compliance with university and regulatory standards.
• Preparation for meetings, interviews, presentations, and special events.

Knowledge, Skills, and Abilities:

• Ability to communicate effectively with different groups/individuals.
• Ability to foster a welcoming, inclusive environment.
• Ability to handle confidential and sensitive information.
• Ability to perform tasks in a busy lobby environment.
• Efficient in using Microsoft Outlook, Excel, Word, PowerPoint, Adobe Acrobat, Publisher, electronic health record systems and web-based applications.
• Experience with medical billing and claims submission.
• Knowledge related to providing administrative and programmatic support.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• High school diploma or high school diploma equivalency is required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Bilingual in English and Spanish

FLSA: Non-Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Organizational Administration

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $20.33-$25.41

Compensation Type: hourly rate

Grade 5

Career Stream and Level OC3

Job Family Administrative Support

Job Function Organizational Administration

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1