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

Name

Office Productivity

Description

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.

Name

Networking

Description

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.

Name

Medical Insurance Administration

Description

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

Name

Medical Domain Knowledge

Description

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

Name

Customer Service

Description

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 ).

Name

Event Planning

Description

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.

Name

Technical Data Systems

Description

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.

Name

Administrative Procedures

Description

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

Name

Personal Accountability for Results

Description

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

Name

Effective Communication

Description

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

protects private and confidential information.

Name

Problem Solving and Decision Making

Description

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.

Name

Change Management

Description

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.

Name

Leadership and Teamwork

Description

• 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.

Name

Creativity and Innovation

Description

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.

Name

Diversity and Inclusion

Description

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.

Name

Sustainability

Description

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

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

Last updated : 2024-04-03