Operations Coordinator (Student Health Center) - 501589
University of Richmond

SUMMARY:

The Operations Coordinator serves as the primary point of contact for internal and external constituencies at the Student Health Center, often handling complex, sensitive, and confidential matters. This position is responsible for the day-to-day front office administrative operation of the SHC including opening/closing procedures, phone/messaging system, submitting work orders, and resolving operational issues. The Operations Coordinator is also responsible for coordinating daily billing of student accounts with the Bursar Office and coordinating department purchases with the Budget Coordinator.

RESPONSIBILITIES:

Administrative & Billing Duties:

• Oversees multi-line phone system and messaging system and departmental email accounts; includes daily monitoring and reconciliation of after-hours nurse triage activity.
• Coordinates internal messaging regarding Student Health Center operating hours and programs/services, including providing updates to Marketing Coordinator for Unit Communication.
• Records and distributes minutes from departmental meetings. Requests space for departmental meetings and programs as needed.
• Processes daily charges to student accounts. Verify data in EHR system, make any necessary adjustments, oversee transmission to Bursar's Office and maintain accurate budget tracking sheets.
• Serves as point of contact with the Budget Coordinator, purchasing supplies, forwarding invoices for payment, providing receipts, and maintaining accurate budget tracking sheets - Student Health Center
• Oversees department fax, copiers, printers, and scanners - Student Health Center.
• Submits Work Orders to University Facilities for repairs - Student Health Center.
• Assists with travel coordination as needed - Student Health Center.
• Performs operational opening and closing procedures for Student Health Center.
• Utilizes a multi-line phone system, department email accounts, fax, copiers, printers and scanners as modes of communication in the clinical setting; assists with troubleshooting technology, communicating with the Assistant Director, Operations as needed to resolve issues.
• Processes and distributes department mail and faxes; monitors departmental email and responds or forwards to appropriate staff
• Assists with special projects and provides administrative support for staff as assigned by the Assistant Director, Operations

Medical Records Management - (paper and electronic):

• Maintains clinical appointment scheduling system in EHR system - Student Health Center.
• Manages students' protected health information (Medical Records) in compliance with Virginia State law.
• Ensures adherence to established medical record management practices; maintains compliance with HIPAA and FERPA.
• Oversees and maintains all confidential student medical records; fulfills requests for active and archived medical records; purges and prepares records for archiving - Student Health Center.

Patient Registration & Appointment Scheduling:

Primary location is Student Health Center - will be cross-trained in essential functions at CAPS location.

• Serves as the first point of contact for students seeking services at Student Health Center, as well as parents, campus, and community partners.
• Advocates for awareness, understanding and the diversity and inclusion of all people in Health & Well-being facilities, programs and communications while providing a commitment to work effectively with students, faculty, and staff from diverse backgrounds. Advocates for the educational and cultural benefits of providing diversity and inclusion in the Health & Well-being Unit.
• Promotes patient rights and responsibilities; understands and supports patient advocacy.
• Communicates with clinical staff and students as needed to successfully schedule appointments based on established parameters. Utilizes specialized software and EHR to schedule patient appointments at Student Health Center.
• Processes internal and external referrals to support integrated care.
• Communicates with Assistant Director, Operations as needed to resolve any scheduling challenges.
• Assists with running designated reports and analyzing data to evaluate clinic schedules and patient appointments, and other key performance indicators.

QUALIFICATIONS:

• Strong interpersonal and communication skills
• Ability to compassionately, professionally and calmly interact with individuals who are distressed or in highly stressful situations. Communicates in a welcoming, caring, and empathetic manner.
• students experiencing mental health distress
• Ability to effectively manage multiple tasks while and re-prioritizing tasks on short notice
• Ability to work independently, efficiently, and accurately
• Technical competency with Electronic Health Records, Microsoft Office Suite, Box, , and Internet-based tools
• Ability to learn and become proficient in specialized software used in Student Health Center and CAPS locations
• Mental Health First Aid Certification required within 1st year of hire
• Ability to attend annual trainings and medical screenings required for assignment in a medical clinic.
• Knowledge of HIPAA and FERPA standards applicable to duties and responsibilities. Ability to maintain patient/client confidentiality.

EDUCATION & EXPERIENCE:

• Associate degree required; bachelor's preferred.
• 2-4 years of experience in the health care industry preferred, including experience with medical terminology and software
• 3-5 years of customer service - preference given to patient experience
• 3-5 years of record-keeping preferred
• Training and supervision experience preferred
• Demonstrated experience working in and fostering a diverse faculty, staff and student environment or commitment to do so as a staff member at University of Richmond

WORK HOURS:

• Full-time, non-exempt position
• Monday - Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week

SALARY STRUCTURE:

Pay Grade 4 (Hiring Range $18.18 to $22.72 per hour)

ABOUT UR:

At the University of Richmond, we're creative, inclusive, and determined. We're Spiders, and our mission is to create positive change in the UR community and beyond. Located minutes from downtown Richmond, Virginia, the University of Richmond (www.richmond.edu) blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. There's only one place like Richmond.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE

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