Health Administrative Coordinator

Stony Brook University•Town of Brookhaven, NY

About The Position

The Health Administrative Coordinator is the first point of contact for students entering the facility and for inquiries about appointments, services, and programs. The role supports day-to-day operations for Student Health, Wellness & Prevention Services, responds promptly and professionally to sensitive inquiries, troubleshoots first-level problems, and refers students according to their circumstances and needs. The coordinator works collaboratively with team members, participates in meetings and shared decision-making, and helps foster a cooperative and supportive environment. The position provides administrative support to students, faculty, staff, and other constituents. Duties include scheduling and confirming appointments; entering student immunization data; maintaining confidential files, spreadsheets, and records; screening phone calls and emails; and obtaining and analyzing health information such as immunizations, insurance records, and provider requests. The coordinator may prepare patient charts and provider schedules and monitor databases to ensure confidential records are accurate. Additional responsibilities include office record keeping, file management, office appearance and security, property control, and inventory and maintenance of supplies and equipment. The coordinator maintains departmental directories and listservs, uses customer-service practices to help reduce health disparities and stigma related to health services, and participates in service recovery. The position requires compliance with applicable laws, confidentiality rules, accreditation standards, and regulatory requirements, including FERPA and HIPAA standards for medical and behavioral health records. Professional development and participation in Division and university events may also be required, as well as other duties or projects appropriate to the position and departmental mission. Evening and weekend work may be required at times.

Requirements

Bachelor’s degree or foreign equivalent.
At least one year of full-time administrative experience; student experience may be considered.
Experience working with a diverse student body.
Must have, keep, and maintain an appropriate valid New York State driver’s license and a motor vehicle record free from major violations or a pattern of repeat violations.
Exceptional customer-service skills, including friendly, courteous, and respectful service.
Demonstrated ability to manage multiple priorities and tasks.
Experience working with a diverse population of staff and community organizations.
Exceptional communication, listening, and interpersonal skills.
Ability to handle confidential medical and behavioral health records in compliance with applicable privacy, legal, accreditation, regulatory, and credentialing requirements.

Nice To Haves

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

Responsibilities

Serve as the first point of contact for students entering the facility and responding to inquiries about appointments, services, and programs.
Support day-to-day operations of Student Health, Wellness & Prevention Services and respond promptly and professionally to sensitive inquiries or situations.
Troubleshoot first-level problems, respond appropriately to urgent student needs, assess student circumstances, and make referrals as applicable.
Collaborate with team members, participate in meetings, share insights, and contribute to collaborative decision-making and team goals.
Provide customer service and administrative support to students, faculty, staff, and other constituents.
Schedule and confirm appointments; screen phone calls and emails; and direct inquiries appropriately using sound judgment and confidentiality.
Enter student immunization data and maintain confidential files, spreadsheets, and records.
Obtain and analyze health information, including immunizations, insurance records, and provider requests.
Prepare patient charts and provider schedules as needed, and monitor databases to ensure confidential records are accurate.
Maintain confidentiality of medical and behavioral health records in accordance with FERPA, HIPAA, privacy standards, and other regulatory and credentialing requirements.
Provide administrative oversight of record keeping, file management, office appearance, security, property control, and the maintenance and inventory of office supplies and equipment.
Manage departmental directories and listservs and ensure timely updates.
Use customer-service best practices, work to reduce health disparities and health-service stigma, and participate in service recovery.
Participate in professional development opportunities and support Division of Student Affairs and university events, activities, and programs.
Perform other duties or projects as assigned, consistent with the position's rank and departmental mission.
Work evenings and weekends when required.