"Operations Coordinator"

Job Description

SUMMARY:

Reporting to the Senior Operations Manager, the Operations Coordinator supports the daily operations of the center by overseeing front-desk activities and serving as a key point of contact for clients, participants, students, faculty, staff, and visitors. Responsibilities include monitoring and guiding student employees, ensuring compliance with established policies and procedures, maintaining records, and assisting with the smooth coordination of center resources and activities.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Support the daily operations of the front desk, assisting with check-in and check-out processes, electronic health records, payment collection, and documentation handling.
• Maintain professional communication with clients, clinicians, participants, faculty, staff, students, and community members. Respond to inquiries, provide information, and ensure adherence to established policies and confidentiality standards.
• Answer phones, voicemails, and emails promptly, forwarding messages to appropriate personnel to support timely communication and workflow.
• Assist with maintaining accurate patient information in the electronic health records system.
• Notify clinicians and researchers of patient arrivals to support timely sessions.
• Process payments, track balances, and provide receipts and insurance documentation following established procedures.
• Maintain and organize required forms and paperwork to ensure compliance and accuracy.
• Monitor the flow of traffic between waiting areas and consultation rooms, ensuring an orderly environment.
• Assist with the university’s scheduling systems for meetings, conferences, and events held at the center.
• Provide logistical support for academic course scheduling in coordination with academic departments and the registrar.
• Partner with the Senior Operations Manager to coordinate use of shared spaces for clinical and research activities.
• Maintain records related to access and security systems (e.g., swipe card and key watcher protocols) under established guidelines.
• Track and replenish front desk supplies; assist with monitoring equipment and materials to support daily operations.
• Notify University facilities staff of needed repairs or maintenance to ensure a safe and welcoming environment.
• Assist with supervising, training, and onboarding student employees, including providing guidance on established procedures and maintaining checklists and job aids.
• Attend department meetings, assist with note-taking, and help ensure effective communication and documentation.
• Perform other duties as assigned.
• Management retains the right to add or change job duties at any time.

QUALIFICATIONS:

REQUIRED:

• Bachelor’s degree from an accredited college or university.
• Minimum of one year of professional experience in an institution of higher education or in an administrative support role.
• Strong interpersonal, written, and oral communication skills.
• Experience using electronic databases and technology-dependent office operations, including Microsoft Office Suite and Google programs.
• Excellent attention to detail and organizational skills.
• Ability to perform a variety of tasks with limited supervision and follow established procedures.
• Commitment to working effectively with diverse populations.
• Professional demeanor, maintaining confidentiality in accordance with organizational policies, procedures, and applicable laws and regulations.
• Availability to work weekday afternoons and evenings.

PREFERRED:

• Experience in a front-desk, operational, or student-staff support role.
• Experience in a healthcare or mental health services environment.
• Familiarity with HIPAA and FERPA regulations.

PROCEDURE FOR CANDIDACY
Applicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instructions.

Salary Range
$56,253.35-$63,946.40 Annually
The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance. For further details, please visit: https://www.montclair.edu/human-resources/benefits/

Montclair State University considers factors such as, but not limited to, scope and responsibilities of the position, candidate’s relevant work experience, education, skills, and internal equity, when extending an offer.

Salary offers for internal employees who are part of a collective bargaining unit (CBU) and are applying to a position that is within a CBU will be determined in accordance with contractual provisions.

Department
Center for Clinical Services

Position Type
Support