Administrative Coordinator II - Psychological & Brain Sciences

Washington University in St Louis • Clayton, MO

11d • Onsite

About The Position

This on-site position is responsible for the day-to-day operational management of the Psychological Service Center (PSC). The position serves as the primary full-time administrative staff member supporting clinic operations, financial and billing administration, reception operations, report, assessment coordination, and management of the electronic medical record (EMR) system. The position works closely with the PSC Director, clinical graduate students, clinical supervisors, graduate assistants, undergraduate interns, and clients to ensure efficient clinic functioning and compliance with clinic procedures, HIPAA standards, and university policies. This role operates with substantial autonomy and serves as a central operational resource for the clinic.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Relevant Experience (3 Years)
• Computer Literacy
• Financial Applications
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Word
• Office Equipment
• Payroll Systems
• Supervision
• Workday Software

Nice To Haves

• Bachelor’s degree with 2–3 years of administrative or office management experience, preferably in healthcare, behavioral health, university, or training settings.
• Accounting experience.

Responsibilities

• Develop, implement, and maintain administrative systems and workflows related to clinic operations, screening procedures, billing processes, and electronic medical records to ensure efficient clinic functioning.
• Assist the Director with programmatic management duties and implementation of policy or procedural updates.
• Create and maintain detailed operational documentation, including workflow guides, checklists, scripts, written instructions, and procedural materials for students, staff, supervisors, and clients.
• Support administration, troubleshooting, and operational use of the clinic’s EMR system, ClinicNote, including assisting student clinicians and supervisors with documentation issues, appointment errors, and EMR-related concerns.
• Create and maintain systems for scanning, organizing, and managing electronic and paper records within ClinicNote and related systems.
• Create and update electronic forms, Jotforms, surveys, intake documents, billing forms, and operational documentation for clinic use, as needed.
• Coordinate office purchasing, inventory management, and procurement for clinic operations, including office supplies, therapy materials, psychological testing materials, and related equipment.
• Participate in quality assurance and quality improvement initiatives related to clinic operations and administrative processes.
• Support compliance with clinic policies, confidentiality standards, HIPAA regulations, and university procedures.
• Coordinate completion, collection, and maintenance of HIPAA documentation and related client records.
• Coordinate communication and documentation exchange with community partners, referral sources, and external providers in accordance with HIPAA and clinic policies.
• Coordinate HIPAA training requirements for students and employees prior to clinic work responsibilities.
• Attend HIPAA liaison meetings when Director is unavailable and assist with implementation of compliance-related procedures.
• Assist with operational troubleshooting related to clinic technology, equipment, and infrastructure.
• Coordinate facilities and maintenance requests to support clinic operations and functionality.
• Prepare and maintain accurate billing documentation and client financial records within the EMR system.
• Monitor and reconcile client accounts, payments, and billing records to ensure accuracy and compliance.
• Process daily billing activities, including entering charges following sessions, and entering, reconciling, and maintaining records of cash, check, and credit card payments and other client account transactions.
• Generate invoices, monthly billing statements, accounts receivable notices, and related financial correspondence for clients with outstanding balances.
• Prepare and distribute Good Faith Estimates in compliance with applicable regulations.
• Prepare weekly deposits of client payments and receipts.
• Maintain clinic bookkeeping, purchasing documentation, operational expense records, and provide required documentation to accounting personnel.
• Train and support student clinicians regarding clinic billing procedures, payment processing, financial documentation, and ClinicNote billing functions.
• Serve as the primary front desk representative for the clinic greeting clients, students, supervisors, and visitors in a professional and welcoming manner.
• Answer phones and respond to inquiries regarding clinic services, procedures, scheduling, referrals, and community resources.
• Schedule and coordinate initial screening appointments and related intake processes.
• Redirect callers to appropriate community resources and referrals when clinic services are not indicated.
• Notify students regarding client calls, appointment updates, and scheduling matters.
• Communicate with students, staff, and supervisors regarding changes to clinic hours, closures, and operational procedures.
• Maintain professionalism, confidentiality, and HIPAA compliance in all client interactions.
• Open and close the clinic every day except Wednesday (open only) and Friday.
• Train graduate assistants and assist with training undergraduate interns in reception and front desk and clinic opening and closing procedures.
• Prepare weekly internal billing reconciliation and financial control reports to ensure accuracy of client accounts, payments, deposits, and billing records.
• Prepare monthly financial reports summarizing and categorizing clinic expenses, revenue, and related financial data for operational tracking and annual reporting purposes.
• Collect, track, and assemble monthly clinical hours data, including sending reminders and follow-up communications to students.
• Track and compile monthly data related to screenings, referrals, intakes, and clinic utilization.
• Assist with preparation and compilation of annual, year-end, and operational reports for the clinic.
• Coordinate neuropsychological testing and assessment inquiries from prospective clients.
• Provide testing applications and related materials to appropriate and interested parties.
• Facilitate testing application processes and maintain systems for supervisor review and approval of assessment applicants.
• Determine applicable testing fees and prepare Good Faith Estimate.
• Monitor assessment material inventory and coordinate purchasing of testing supplies and assessment resources.
• Assist with troubleshooting computerized assessments and testing platforms.
• Review therapy screening information and provide feedback as appropriate.
• Assign database numbers and maintain client identification systems.
• Perform other duties as assigned by the Director.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Free Metro transit U-Pass for eligible employees.
• Defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs.
• Adult care resources.
• Tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED