Administrative Department Coordinator, Student Health Services

Current Benefits
Colgate University is proud to offer in-depth, competitive benefits that support the health and wellbeing of our employees and their family. The majority of benefits are effective on the date of hire.
We pride ourselves on the scope and quality of the benefits offered to our employees. We invite candidates to visit our Benefits page to learn more about our generous benefits package, which includes but is not limited to:

Health and Wellness:
Comprehensive medical, dental, vision, behavioral health benefits, disability and life insurance, 403 B Retirement with employer core and matching contributions.

Paid Time Off:
Vacation time (varies based on position classification), sick time, 13.5 holidays including a Winter Recess between Christmas and New Year's and 3 floating holidays.

Paid Family Leave:
After six months of employment, employees become eligible for up to 12 weeks of paid time off up to 67% of salary to a state maximum for bonding with a newborn, adopted or foster child, caring for a family member with a serious health condition or to help after a family member has been deployed to active military duty abroad.

Continuing Education and Professional Development:
Employees and their spouse/domestic partner may take up to 2 courses per semester at Colgate, tuition free with a $20 per course registration fee.
Funding for work related courses to obtain an undergraduate or graduate degree related to your current position.
After 7 years of service in an eligible position an employee's eligible children may be awarded up to half of Colgate's tuition to attend an accredited college, university or trade school of their choice.

Along with a generous benefits package, additional perks unique to Colgate University include but are not limited to free on campus parking, free gym membership with discounts for family members, reduced Seven Oaks Golf Course memberships, University Bookstore discount, free library access, 3 free tickets for any regular season athletic home event, access to Colgate owned Bewkes Center and Glendening Boathouse, free access to all cultural events.

Department Statement
Colgate Student Health Services provides high quality, confidential, and equitable healthcare and education to empower all students. Student Health Services offers routine medical care, gender appropriate health services, and mental health services, while also promoting wellness through health education. The Student Health Services is part of an integrated Health and Wellness team, partnering with the university's Counseling Center, Haven Sexual Assault Resource Center, and Shaw Wellness Institute to provide a holistic approach to health and wellness.

This is a 10-month position that carries 12 months of benefits.
Anticipated start date is August 1st, 2024.

Accountabilities
The Administrative Department Coordinator, Student Health Services is accountable for:

• Answering incoming three-line phone calls and messages; responding to messages via email and the medical portal and sending triages to the clinical staff.
• Scheduling student appointments in the electronic health record (EHR) system, and guiding students through check in and check out per policies and procedures.
• Provides cross-functional support for inbound/outbound document processing and maintaining electronic health records according to Student Health Services' confidentiality policy and best practices.
• Serving as an initial point of contact for students, parents, and visitors, ensuring a warm, welcoming, and inclusive environment.
• Supporting efficient and accurate maintenance of office supplies, facilities, and equipment.
• Upholding confidentiality of all health and wellness support services in the university's Student Health Services, and other locations, including the department's EHR and other practice management systems.
• Provides cross-functional support with medical referrals, requests for insurance authorization, and prescription authorizations.
• Actively participate in integrated Health and Wellness meetings, committees, and student-focused activities.
• Providing assistance and logistical support for department, Health and Wellness programming, and off site medical clinics.
• Rotating weekend coverage (Saturday 9am-1pm).
• Attending department, division and university meetings and participate on other committees as requested.
• Performing other job related duties and responsibilities as assigned.

This position has been designated as a Campus Security Authority (CSA), in accordance with the federal statutory requirements of the Jeanne Clery Act. CSAs are required to and responsible for reporting allegations of crimes they receive from students and employees to the Campus Safety Department.

Technical Competencies

Office Productivity

Demonstrated ability with all MS office and Google applications, to include: collecting, formatting and organizing moderately complex data via sorting, filters, charts, all basic to intermediate level formulae, including pivot tables. Demonstrated expertise with most commonly used MS word features and functionality, including table of content formatting, mail merges, track changes and other similar features. Ability to edit basic formatting and functional elements of MS PowerPoint. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts and email correspondence of multiple managers and departments heads.

Networking

Demonstrated ability to develop collaborative relationships with other campus resources. Demonstrated ability to advance student health initiatives via development of collaborative relationships with other campus resources.

Medical Insurance Administration

Demonstrated ability to develop collaborative relationships with other campus resources, school insurance broker and student insurance company.

Medical Domain Knowledge

Demonstrated fluency in medical terminology and practices sufficient to work effectively as a medical administrative professional within a clinical setting.

Customer Service

Demonstrated ability to consistently provide a welcoming environment for patients and key stakeholders, either via phone or in person. Demonstrated ability to collect and process information sufficient to provide effective patient intake. Maintain confidentiality of healthcare protected information (HPI).

Event Planning

Demonstrated ability to effectively coordinate events. Demonstrated ability to recommend favorable vendor relationships and favorable contract terms. Demonstrated ability to communicate both written and oral related to planning events.

Technical Data Systems

Demonstrated ability using relevant data systems/software for the incumbent's given division or departments. Demonstrated ability to enter, manipulate and query all data sets used in day-to- day situations. Demonstrated ability to use all day- to- day and core functionality of all relevant systems.

Administrative Procedures

Demonstrated mastery of commonly and consistently used Colgate and divisions/functional administrative policies and practices. Has knowledge sufficient to conduct administrative procedures and processes that are most critical to the department. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative procedures and processes.

Behavioral Competencies

Personal Accountability for Results

Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.

Effective Communication

Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

Problem Solving and Decision Making

Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.

Change Management

Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.

Leadership and Teamwork

Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.

Creativity and Innovation

Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.

Diversity and Inclusion

Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.

Sustainability

Understands the impact of decision making and personal behavior in achieving the university's commitment to a sustainable and carbon-neutral campus; supports and advances the university's sustainability initiatives; influences others to use sustainable practices.

Requirements

Professional Experience/ Qualifications

• Minimum of four years of medical administrative assistant experience is required
• Demonstrated ability to work in a team oriented, fast-paced work environment with a demonstrated ability to meet deadlines, anticipating the needs of the team, and delivering outcomes
• Proficient with current medical office technologies
• Comfortable with medical terminology and discussing personal/sensitive health matters
• Ability to work with confidential information and maintain strict confidentiality
• Good communication and teamwork skills
• Exceptional customer service skills
• Willing to learn new skills and technologies
• Ability to maintain a high level of enthusiasm and energy, while portraying a positive image
• Ability to balance requests from several people and have proven ability to prioritize tasks with conflicting deadlines, handle frequent interruptions, work in an open office environment
• Demonstrated excellent problem solving; analytical and critical thinking skills
• Ability to work independently with minimal supervision

Preferred Qualifications

• Familiarity with Colgate University and university administrative systems
• Previous medical office experience and/or basic medical knowledge
• Experience fostering a welcoming and inclusive environment, sensitive to students with physical and mental health challenges
• Ability to demonstrate a strong commitment to diversity, equity and inclusion and the desire and ability to successfully work with a broad spectrum of individual identities including personal, social, and otherwise

Education
High school diploma, or equivalent, with experience in records management, accounting, and office operations in a medical setting.

An Associates degree or equivalent combination of education and experience is preferred.

Certifications
Physical Requirements
Moderate physical activity. Requires handling of average-weight objects up to 25 pounds. Environment involves exposure to potentially dangerous materials and situations that require following extensive safety precautions and may include the use of protective equipment.

Other Information
We will begin reviewing applications on June 3rd, 2024.

Posting Detail Information

Requisition Number 2024S026Posting
Temporary No
Work Schedule
37.5 hours per week, Monday through Friday for ten months.
The start date for this position will be August 1st, 2024

Job Open Date 04/03/2024
Job Close Date
Open Until Filled No
Special Instructions Summary
EEO Statement
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.

Clery Act
CAMPUS CRIME REPORTING AND STATISTICS

The Department of Campus Safety will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance. Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.edu.