Administrative Coordinator, Emerson Wellness Center

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Reporting to the Associate Director of Health Services, the Administrative Coordinator, Emerson Wellness Center provides support for the leadership and staff by assisting with the daily operational and clerical activities. The Administrative Coordinator serves as the initial point of contact for students, parents, and the Emerson College community as a whole.

ESSENTIAL JOB DUTIES Manage clinical schedule, confirm appointments, and notify students and clinicians about conflicts, delays, or reschedules. Verify student eligibility and insurance status.

Manage incoming phone calls, emails, and walk-in requests for appropriate appointments or clinical referrals. Relay messages to clinicians in a timely way.

Coordinate response in emergency situations, including contacting Campus police, ambulance services, and/or receiving hospital. In some cases, determine the appropriate level of service needed for students.

Maintain reception area, check-in procedures, and multiple paperwork processes, including:

Student/alumni requests for medical records.

Staff requests for faxes, student referrals, and medical records.

Fax documents or electronic transmissions to the appropriate clinician in a timely manner.

Prepare and obtain medical records for all visits, messages, lab, and referral reports.

Explain protocols to students, parents, guardians, and staff, while maintaining confidentiality as required by federal law.

Review student health records for compliance with College and Commonwealth pre-matriculation immunization/health form requirements, document information received, notify student of requirements.

Monitor Health Holds and update student status for Holds or Waivers when documentation is reviewed.

Data entry: immunizations, hold status, demographic data, and allergies from Health Forms Order and maintain office materials, forms, and supplies

Other duties as assigned QUALIFICATIONS – Qualifications are deemed required or preferred and represent what is needed to effectively perform the job.

High School Diploma or GED required. Bachelor’s Degree, preferred.
1-2 years’ experience in administrative support for an office required.
1-2 years’ experience in an outpatient mental health office setting, ER or clinician’s office, preferred.
1-2 years’ experience providing services to students in a higher education setting, preferred.

Experience with Medicat EMR software preferred.

KNOWLEDGE, SKILLS, AND ABILITIES – May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with the job.

Excellent customer service and computer skills.

Proficient in written/verbal communication.

Consistent attendance.

Strong organizational skills, detail-oriented, capable of multitasking and prioritizing.

Familiar with mental health setting standards, procedures and confidentiality.

Exceptional interpersonal skills, effective in teamwork.

Proficient in Microsoft Office, Google Suite; quick learner of new software.

Skilled in interacting with diverse backgrounds and experiences.

Experienced with diverse populations; adaptable to cultural differences.

Proficient in problem solving, offering procedural improvements.

PHYSICAL ABILITIES – Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Ability to tolerate close contact with ill, injured or distraught students

Requires the constant coordination of mental and visual attention

Requires the ability to stand and/or sit…