Office Coordinator, Health and Counseling Services

Milton, MA

Posted 16 days ago

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Job Description

Office Coordinator, Health and Counseling Services

About Curry College:

Founded in 1879, Curry College is a private, four-year, liberal arts-based institution in Milton Massachusetts. In addition to the main campus classes for adult learners are also offered at our campus at Cordage Park in historic Plymouth. Curry College is accredited by the New England Commission of Higher Education (NECHE). Curry College offers 25 undergraduate majors, over 70 minors and concentrations, as well as five graduate programs.

The Curry College mission is to educate and graduate students prepared to engage in successful careers and active citizenship with a global perspective. We are an inclusive community of diverse learners and educators, committed to continuing our legacy of developing effective communicators with reflective and critical thinking skills. We mentor and empower our students, building meaningful relationships that inspire them to achieve their ambitions.

Curry College provides rigorous and relevant academic programs to undergraduate and graduate students, and our rich blend of liberal arts and career-directed programs is enhanced by practical field experiences and co-curricular activities. Learning at Curry extends beyond the classroom and is embedded in all that we do.

Diversity and a culture of equity and inclusion among students, faculty and staff are crucial to the mission statement of Curry College.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, sex identity or expression, national origin, age, disability, veteran status, or any other basis protected by applicable state and federal law, including Title IX.

Job Description:

The Office Coordinator provides confidential administrative and secretarial support to Health Services and the Counseling Center. As the first contact for Health and Counseling, the Office Coordinator screens visitors to determine their visit's purpose. Answers and screens all telephone calls. The office coordinator provides all administrative support to the Departments, ensuring efficient operations. Creates, maintains, and ensures the security of confidential electronic files in Pyramid for Health Services and Titanium for The Counseling Center. The Office Coordinator assists the Directors of Counseling and Health Services in all routine matters.

Essential Functions:

1. Departmental Management (Health and Counseling): Provide an accepting, safe, nurturing, organized and clean environment for students seeking Health or Counseling visits with a focus on increasing accessibility to both departments.

Give students seeking services from Health and Counseling respect and appropriate warmth and attention without intrusiveness, keeping them within appropriate personal and professional boundaries;
Responsible for communicating effectively with a broad range of stakeholders (i.e. students, staff, faculty, and families) regarding all aspects of Health Services & Counseling Center matters while maintaining confidentiality, good judgment, and discretion;
Maintain a high level of quality for services provided by the Wellness Center for Health Services and Counseling Center endeavor to maintain constant alertness, quick thinking, and continual sound judgment;
Complete assigned tasks in a timely, confidential, and accurate manner.

Administrative Functions: Perform secretarial and related duties to assist and relieve professional staff. Requires ability to: (a) to prioritize tasks received from six professional staff, graduate student interns, undergraduate interns, work study students, and (b) to communicate diplomatically with each person. These duties are to include but are not limited to the following:

Counseling Center and Health Services:

Responsible for all aspects of scheduling for students (using appropriate EHR systems), faculty, administrators and parents who call or visit the Center;
Maintain Director's calendar on Outlook, and make sure Titanium (Counseling Center), PyraMED (Health Services) calendar is updated to match;
Assist with outreach and prevention efforts for Health Services & Counseling Center such as the Flu Clinic, Fresh Check Day, etc;
Orient new employees/interns as outlined by HR guidance;
Answer the phone for all professional staff members in the Center, taking messages and researching inquiries when necessary.
Arrange meetings for all professional staff;
Maintain office records for both offices per Departmental Procedures and Policies;
Receive and organize all incoming mail, screen correspondence and direct it to the appropriate staff;
Take responsibility for the center "spaces" including reception (1) open and unlock all the offices and rooms daily; (2) keep an inventory of, and restock as needed, the displays of self-help brochures, pamphlets, booklets, and book;
Inventory, order and maintain office supplies with consultation and Director approval;
Initiate new secretarial systems when needed and suggest new administrative ones based on secretary's unique knowledge and experiences;
Make conference and travel arrangements for professional staff;
Arrange meetings for all professional staff as directed by the Directors including booking of office space in course dog;
Manage Building and Grounds requests for both departments, including work order requests via School Dude;
Maintain Directors calendars are up to date, synched with EMR's.

Counseling Services:

Provide support as requested for psychiatric hospitalization process;
Triage walk-in students;
Set up and maintain files using Titanium;
Maintain the Mindspa: Opening and Closing of the space. Checking students' in. Ensuring it has been cleaned and notifying the director of any issues with the space;
Maintain a schedule for confidential disposal of Counseling Center files after 7 years in accordance with applicable state laws and codes of ethics.

Health Services:

Responsible for checking-in students, triage walk-ins, verifying Health Insurance, verifying demographic data, updating EMR as needed. Verifying Consent for Care has been signed and uploaded into student medical file in PyraMED;
Provide support as requested for student referrals, lab or imaging follow up, hospitalizations or gathering of additional medical records;
Process Insurance reimbursement checks to Financial Services weekly, keeping Excel data sheet to track;
Inventory, order, and maintain office supplies with consultation and Director approval;
Order and track with Excel spreadsheet - medical supplies for clinic;
Communicates verbally and electronically with other medical professionals for Insurance purposes and medical referrals;
Pull Banner and CWIS reports for new students, current students -and data needed;
Place Health Holds on to/removes holds on student accounts, as directed by Director of Health Services, for students with noncompliant immunization records per college protocols;
Assist with student move-in/student health record compliance;
Maintain student records for 10 years, responsible for retrieving old student files and shredding;
Retrieve medical files requested correspondence including court orders, health and immunization records;
Follows Policies and Procedures as outlined by Curry College Health Services Policy and Procedural Manual;
Collaborate with the PyraMED billing department on insurance claims, and related matters;
Assist Students with Insurance questions, address, refer benefits-related inquiries;
Other administrative duties include medical billing data, filing, copying, scanning, or student records.

2. Office Management/Coordination: Maintain confidentiality for both departments and attend to communication when staff are present in the office space.

Give out only non-confidential information;
Protect from view any papers containing confidential information;
Keep student file cabinets locked each evening;
Submit work orders in School Dude, as requested or needed;
Submit and track IT requests for services;
Submit check request for office staff for reimbursements of purchase for department.

3. Function as an anchor and resource for Health Services and Counseling Center staff by:

Assist students with completion of EHR forms (PyraMed) and check students in using the EHR system (Titanium);
Relaying and coordinating information to keep staff informed, with special care taken to inform them about any emergency/crises occurring and any students or other Health; Service Staff or counselors needing assistance or immediate supervision;
Demonstrate the ability to triage appointment requests and seek consultation as required by departmental procedure.

Additional Functions:

Support large scale mental health fair as needed;
Ordering office supplies with directors' approval;
Oversight of fax/copy machines in the Center- ordering of supplies, work orders;
Respect and maintain confidentiality, parameters of operation, professional protocols, and individual privacy;
Perform other duties as assigned by supervisor of their designee.

Requirements:

Minimum Qualifications:

Associate degree.
Two years of secretarial/administrative experience in a Healthcare setting.
Familiar with the maintenance of medical records and medical terminology.
Proficiency in Microsoft Office Suite.
Strong administrative assistance skills, with experience in providing administrative assistance.
Excellent phone etiquette and communication skills, with the ability to handle multiple phone lines and provide excellent customer service.

Preferred Qualifications:

Bachelor's degree.
Previous experience in a college Health/Counseling Center is a plus.
Working knowledge of Banner and familiarity with electronic medical records.

Hourly Rate Range:

$22.00 to $25.00 per hour

Additional Information:

Committed to attracting and retaining a diverse staff, Curry College will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

At the College's discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate, to the satisfaction of the College, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Employment in this position is contingent upon the successful completion of all required pre-employment background checks.

Inquiries about the application of Title IX can be directed to the College's Title IX Coordinator, Elizabeth Canning at , (617) 979-3516, or King Academic Administration Building, 55 Atherton St, or US Department of Education, Office of Civil Rights ("OCR") - Boston Office, 5 Post Office Square, 8th Floor, Boston, MA 02109-3921, (617) 289-0111.

Application Instructions:

Please apply online at for consideration. Interested applicants must submit the following:

a cover letter;
a resume; and;
a list of three professional references, one of which must be a former or current supervisor, including complete contact information and professional titles.

Job Summary

Company

Curry College

Start Date

As soon as possible

Employment Term and Type

Regular, Full Time

Required Education

Associate Degree

Required Experience

2+ years