Administrative Coordinator

This is a 35-hour per week position and is 100% in-person. No hybrid or remote option is feasible.

Tufts University Occupational Health Services provides work-related medical services to university faculty, staff, and employees, with the goal of preventing and minimizing health risks. Student Health Services supports the educational mission of Tufts University by providing accessible and high-quality health care for a highly diverse student population. On the Boston campus, Tufts Occupational Health Services will provide occupational health services and same day health services to faculty, staff, and students using a unique blended model responding to the needs of Tufts' entire Boston community.

The mission of Tufts Occupational Health Services on the Boston campus is the provision of high-quality health care for a diverse student, faculty, and staff population, and we strive to maintain the physical, psychological, and social health of the community. Tufts Occupational Health Services is committed to providing a safe and welcoming environment that is inclusive and culturally informed. Our values are confidentiality, respect for diversity, promotion of wellness, and continuous professional growth.

Nurse Practitioners and Registered Nurses work as part of a multi-disciplinary team to meet the medical needs of students, faculty, and staff, including evaluation and treatment of work-related injuries, disease prevention, health promotion, and routine primary care services. Mental health services for students are provided by a vendor which provides a mix of on-site and virtual consultations.

The Administrative Coordinator performs complex and diverse duties for both Occupational Health Services and Student Health Services and serves as a source of information and problem-solving for students, faculty, and staff. They will provide general guidance and explanation of departmental policies and procedures and may communicate on behalf of manager(s) to explain or disseminate information. The Administrative Coordinator will provide administrative support, including organizing file systems for the office, coordinating meetings and travel arrangements, billing of insurance for services, assisting students with outside bills, as well as producing, proofreading and editing reports, documents and spreadsheets. The position requires strong computer skills as the individual will work with electronic medical records and other computer systems. In this position, the Administrative Coordinator will manage the clinic flow of two distinct Tufts University population groups, each with their unique technical support system. This includes creating appointments, managing schedules, and ensuring proper patient flow. They will provide support to the clinicians in a professional manner, functioning as the primary interphase between the employee/student and OHS and Student Health providers. They will coordinate planning and logistics for meetings and special events located on the Boston campus. They have responsibility for ordering all office supplies and ensuring office equipment functions properly. The emphasis is placed on the ability to organize priorities, complete tasks, manage confidential patient information, and other tasks related to support of a medical office. The position is an invaluable team member in the implementation of this new clinical practice.

Essential Functions:

Student Insurance

• This staff member has the responsibility of billing insurance providers as appropriate.
• This position also assists student with bills from medical services received outside of Health Service (i.e. visits to specialist, emergency rooms, ambulance, clinical laboratories, etc.).

Scheduling

• This staff person is responsible for maintaining the clinic schedule and will greet faculty, staff, and students who are attending medical appointments, check them in and ensure proper paperwork is completed, manage walk-in patients, and answer phones/triage calls.

Office Set up

• The Administrative Coordinator will be instrumental in setting up a new combined Occupational Health/Student Health center on the Boston campus.
• Work will include ordering supplies and equipment, working collaboratively with Occupational and Student Health leadership, facilities, safety, and vendors to develop the office, and making suggestions for optimal configuration and patient flow.

Office Management

• Screens, sorts and distributes mail; may respond to routine correspondence
• Evaluates and organizes file systems for department.
  Orders and maintains office supplies, works with vendors to maintain equipment and contracts.
• Maintains the Occupational and Student Health Service phone messages and updates them as needed to indicate business hours and holidays
• Submits and tracks work order requests.
• May be asked to provide administrative support for department leadership

General

• Serves as primary department contact and resource for internal and external customers; may communicate on behalf of manager(s) to explain or disseminate information.
• Provides general guidance and explanation of departmental policies and procedures.
• Researches and resolves customer problems and concerns; recommends enhancements to improve department and customer service.
• Must handle confidential or sensitive information with discretion.
  Prepares and drafts letters, memos, reports, syllabi, brochures, newsletters, and other material for the Department.
• Coordinates logistics for events or programs
• Uses the electronic medical record systems used for occupational health used for Student Health Services.
• Creates documentation for all interactions and schedules appointments as appropriate using the relevant electronic medical record system.
• Ability to solve problems within the communication and practice management system.

Basic Requirements:

• 3-5 years of related experience in a healthcare setting, research, or administration required
• Required education: Bachelor's degree in health administration and/or related area
• Experience using electronic medical records (EMR) systems and healthcare technology
• Commitment to and knowledge of diversity, inclusion, and equity

Preferred Qualifications:

• Non-English language proficiency, such as Spanish, Haitian Creole, etc.
• Prior experience in a University or College Health setting