Office Coordinator

Washburn University•Topeka, KS

1d•Onsite

About The Position

The Office Coordinator handles the daily administrative, fiscal, and clinical operations for Health Services across multiple sites and ensures compliance with university and healthcare regulations (HIPAA/FERPA). The Office Coordinator provides high-level administrative support to clinic providers.

Requirements

Bachelor's degree or a combination of post-secondary education and additional administrative support experience equivalent to a degree.
Proven proficiency in Microsoft Excel, Outlook, and Word with the capacity to train others in key functions of essential software.
Demonstrated attention to detail and ability to accomplish work despite interruptions.
Demonstrated effective interpersonal and communication skills, and exceptional customer service skills.
Proven ability to manage multiple projects, effectively organize tasks, and establish planning processes and priorities.
Possess a willingness to undertake new projects, with the ability to work with minimal supervision, and be a team player.
Proven ability to maintain confidentiality.
Ability to adapt to changes in the working environment and learn new skills.
A valid driver's license with a record acceptable by Washburn's standards.

Nice To Haves

Bachelor’s Degree.
At least two years of administrative experience in a medical clinic or other healthcare setting.
Working knowledge of Athena Health electronic medical record system.
Supervisory and training experience.
Basic Cardiac Life Support Certification.
Notary.
Working knowledge of medical terminology

Responsibilities

Facilitate complex calendar management for all clinic providers (eight) and nursing staff (one). Coordinate patient scheduling and registration across two clinic sites to ensure optimal patient flow.
Serve as the primary point of contact for patients; perform intake assessments, verify eligibility via appropriate software program, and manage student medical holds.
Maintain absolute confidentiality of patient records in current software programs. Ensure strict adherence to HIPAA, FERPA, and KDHE Tuberculosis requirements.
Review TB surveys, record results, and coordinate specialist referrals in collaboration with the clinical team and the Shawnee County Health Department.
Oversee unit budgets to ensure proper allocation, compliance, and accurate reporting.
Manage procurement card allocations and travel expense reports via Concur. Process vendor contracts, verify invoices, and prepare deposits for the University Business Office.
Collect and analyze clinical data to produce trend reports and summaries for leadership.
Open/close the office daily and ensure all administrative tasks are completed with professional accuracy.
Supervise, support, and manage assigned staff to maximize employee performance and facilitate professional growth. Recruits, hires, trains, schedules, and evaluates staff performance and effectiveness. Provides appropriate feedback and professional development opportunities. Works to maintain a healthy work environment by promoting teamwork and collaboration. Actively promotes a professional workplace of mutual respect and collegiality for all members of the institution, and works to build positive, cooperative relationships with all staff, encouraging them to work toward individual and departmental goals.
Partner with Clinic leadership to formulate, interpret, and implement departmental policies and procedures.
Collaborate with the Director to staff and execute campus-wide events, including New Student Orientation, Welcome Week, and "pop-up" clinics (Flu, TB, and physical exams) across all campuses.
Act as a central point of contact for university departments and external partners to resolve service-related matters.
Perform additional job-related duties as assigned or as appropriate.
Transport specimens and supplies as needed for Health Services.