"Office Coordinator"

The Office Coordinator provides overall administrative support for the Counseling Center. Responsibilities include but are not limited to: scheduling and reception for student-patients and clinical staff, managing confidential data base information, and coordination of day to day administrative tasks, operations and materials of the Center. This position requires positive interaction with HWS students, staff and faculty, parents, private treatment providers, visitors, and others. The position is a full-time, 12-month position with benefits. Pay rate is $22.50/hour.

Responsibilities:

Clinic Scheduling and Reception Duties (70%):

• Providing welcoming, professional, and timely reception to the Center for students, family members, faculty, staff, home providers, and others. Represents the Center as the first contact with our services.
• Responding to basic inquiries regarding services, forwarding calls, and taking messages for professional staff.
• Maintaining strict confidentiality of sensitive personal health information of students covered by federal and state guidelines for psychological services.
• Exercising independent judgment regarding scheduling and prioritizing of reception tasks and intake of new students to Center services, in collaboration with professional staff.
• In coordination with and at the direction of professional staff, assists in triaging and referral of students who present to the Center for crisis services.
• Overseeing the physical environment and orderliness of the Center for those using services, including monitoring and improving appearance of waiting room and kitchen, and preserving a welcoming and soothing ambience as much as possible.

Office Coordination and Administrative Duties (20%):

• In collaboration with professional staff, drafts correspondence for the Center
• Manages professional development travel arrangements for staff
• Manages work orders for building, equipment, and other repairs
• Maintains inventory of and orders office supplies
• In collaboration with and at the request of the Director, oversees routine budgetary transactions and keeps budget-related records
• Process invoices and research discrepancies with outside vendors and accounts payable.
• Completes additional responsibilities as agreed upon by the Director.

Database and Data Management Duties (10%):

• Input, processing and maintenance of all new correspondence and faxes, confidential treatment-related correspondence and documents into the confidential Counseling Center Titanium electronic scheduler and medical record (EMR) for all student-patients of the Center.
• Continuing to maintain and eventually dispose of as covered by law, confidential counseling files that have expired.
• Generating and running reports for ongoing utilization review, quality assurance, and psychotherapy outcome measures regarding psychological services provided at the Center.
• Creating and maintaining databases as necessary for evaluating prevention, outreach and consultation services to students, in reports for the Director.

Qualifications

Requirements: High school diploma or equivalent required, plus at least three years secretarial/clerical experience. Ability to organize and set priorities, to work independently and as part of an administrative team, attention to detail, and commitment to protecting patient confidentiality required. Ability to maintain professional flexibility, boundaries and demeanor in a high-traffic, fast-paced setting are essential candidate qualities. Demonstrated word-processing and spreadsheet capabilities required; experience with Microsoft Outlook package (Word, Excel, and Publisher) helpful. Working knowledge of database systems is a plus.

Preferred skills: Previous successful reception experience in behavioral health helpful. Candidates with the ability to maintain calm in the face of competing demands, including reception with students in emotional crisis preferred. Experience with accounting, budgeting and PeopleSoft software package a plus. College degree and demonstrated writing skills (proper grammar and spelling abilities) preferred.

About HWS

A liberal arts and sciences institution, Hobart and William Smith is known for consistent success in preparing students for meaningful lives and fulfilling careers through an outcomes-based focus on their futures. Our nationally ranked faculty are accessible teachers and scholars known for the impact of their research and distinguished by the depth of their mentorship. World challenges are studied in the classroom where critical thinking, problem-solving, and communication skills are honed. In the field, knowledge turns into discovery. In office hours, plans are carefully crafted to tie interests and talents to an academic path that motivates beyond graduation.

Our location in the heart of the Finger Lakes allows faculty, staff and students to live and work collaboratively on the banks of a resource-rich lake. Student-athletes play for 30 varsity teams boasting 24 national titles, including the 2023 and 2024 NCAA DIII Men's Ice Hockey Championships. With three graduate programs, students can build on their undergraduate degree with a Master of Arts in Higher Education Leadership, Master of Arts in Teaching, or a Master of Science in Management. Together, the experiences and mentorship at HWS prepare students to lead lives of consequence.

Application Instructions

For more information and to apply, visit https://apply.interfolio.com/173007