Health Administrative Coordinator

Stony Brook University•Stony Brook, NY

1d•Onsite

About The Position

The Division of Student Affairs is a student-focused organization dedicated to empowering student success and supporting personal development. They are committed to creating, enhancing, and sustaining a culture of respect and inclusion, with a focus on equity and justice in its many forms, including racial, social, and environmental justice. The organization values introspection, vulnerability, empathy, compassion, learning, and courage, and prides itself on being recognized as one of the “Most Promising Places to Work in Student Affairs” by Diverse Magazine, serving a highly diverse student body, and leading in fostering student social mobility. The Health Administrative Coordinator serves as the initial point of contact for students entering the facility, handling inquiries regarding appointments, services, and programs. This role involves assisting with daily operations, ensuring prompt and professional responses to sensitive situations, and adhering to procedures and best practices for Student Health, Wellness & Prevention Services and the university. The incumbent will troubleshoot first-level problems, manage urgent student needs respectfully, and refer students as appropriate. This position is a crucial team member within Student Health, Wellness & Prevention Services, collaborating with colleagues in meetings, sharing insights, and participating in decision-making to foster a cooperative environment and achieve departmental goals. The candidate must demonstrate exceptional customer service, manage multiple priorities, work effectively with diverse populations, and possess strong communication, listening, and interpersonal skills. Compliance with federal and state laws, confidentiality regulations, and accreditation standards, including FERPA and HIPAA, for medical and behavioral health records is essential.

Requirements

Bachelor’s degree (foreign equivalent or higher).
One (1) year of full time administrative experience (student experience may be considered).
Experience working with a diverse student body.
Exhibit exceptional customer service skills providing friendly, courteous and respectful service.
Demonstrated experience managing multiple priorities and tasks.
Experience working with a diverse population of staff and community organizations.
Exceptional communication, listening, and interpersonal skills.
Ability to work in compliance with federal and state laws, confidentiality regulations and accreditation standards.
Ability to maintain confidentiality of medical & behavioral health records according to the FERPA and HIPAA Standards plus other regulatory and credentialing requirements.

Nice To Haves

Customer service experience.
Experience with medical and/or student records.
Experience with updating social media information.
Proficiency in spoken and/or written languages other than English.

Responsibilities

Assist with the day to day operations, ensuring prompt and professional responses to sensitive inquiries or situations.
Follow procedures and best practices for the departments serving Student Health, Wellness & Prevention Services and university.
Troubleshoot first level problems and manage them appropriately.
Respond to urgent student needs in an appropriate and respectful manner.
Determine the nature of student circumstances and refer as applicable.
Collaborate with other team members to collectively contribute to the overall functioning and effectiveness of the services provided.
Actively participate in team meetings, sharing insights, and engaging in collaborative decision-making processes.
Foster a cooperative and supportive atmosphere, ensuring seamless teamwork, and collectively working towards the common goals and objectives of Student Health, Wellness & Prevention Services.
Maintain confidentiality of medical & behavioral health records according to the FERPA and HIPAA Standards plus other regulatory and credentialing requirements.
Perform administrative duties inclusive but not limited to: supporting students, faculty, staff or other constituents.
Schedule and confirm appointments.
Manage data input of student immunization records.
Maintain confidential files and spreadsheets.
Respond to first level inquiries that will include screening phone calls and/or emails, exercising the highest level of confidentiality along with sound judgment in directing the appropriate responses.
Provide administrative support.
Obtain and analyze health information such as immunizations, insurance records and/or provider requests.
Maintain/prepare patient charts, provider schedules and confirm appointments using automatic databases (if asked).
Monitor and track necessary databases to ensure accuracy of confidential records.
Provide administrative oversight to include record keeping, file management, office appearance, security, property control, maintenance and inventory of office supplies and equipment.
Manage departmental directories, department listserv(s) and ensure timely updates when necessary.
Utilize best practices in customer service and work to reduce health disparities as well as stigma related to health services.
Participate in service recovery.
Participate in opportunities that promote your learning, growth, and development (i.e. classes, training, committee, webinar, etc.).
Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas outside of your individual unit/department (i.e. campus wide traditions, events, programs, etc.).
Perform other duties or projects as assigned as appropriate to rank and departmental mission.