Office Services Coordinator | University Health Services

University of Notre Dame•Notre Dame, IN

About The Position

University Health Services (UHS) is a fast-paced college health practice providing healthcare to University of Notre Dame students. The Office Services Coordinator is a valued member of the UHS team, collaborating with administrators, support staff, providers, and nurses. As a first point of contact for patients, the coordinator supports UHS services with respect and dignity, reflects the character of the Notre Dame community, and supports the teachings of the Catholic Church. The position manages inventory and supply procurement, including clinical, pharmaceutical, medical, and operational supplies. It also processes and coordinates medical-record requests securely and in compliance with applicable requirements. The coordinator serves as a primary contact for students seeking healthcare and support, helps them navigate available resources, and collaborates across Student Affairs, Student Health and Wellness, and other University units. This is a 40-hour-per-week, 10-month position, scheduled August through May. Hiring pay is up to $23.00 per hour, commensurate with experience.

Requirements

High school diploma or GED.
3–4 years of experience working in a medical office setting.
Excellent working knowledge of computers, including electronic medical records (EMR) and inventory management systems.
Strong verbal and written communication skills.
Excellent organizational skills, critical thinking, and sound decision-making abilities.
Ability to work effectively in a fast-paced environment while maintaining attention to detail.
Demonstrated appreciation for and commitment to the University of Notre Dame's Catholic, Holy Cross mission.

Nice To Haves

Associate's or bachelor's degree.

Responsibilities

Manage inventory and procurement of clinical, pharmaceutical, medical, and operational supplies to maintain adequate availability.
Maintain inventory par levels, monitor usage and trends, and adjust quantities to support patient care and cost management.
Support compliance with policies and regulatory requirements for storage, handling, purchasing, and management of pharmaceutical and medical supplies.
Manage and coordinate inbound and outbound medical-record requests, ensuring accurate, timely, secure, and compliant handling.
Collaborate with clinical staff, administration, compliance, billing, insurance, outside providers, and legal counsel on medical-record management.
Monitor compliance with organizational policies and applicable HIPAA, privacy, confidentiality, and medical-record requirements.
Serve as a primary contact for students seeking healthcare, support services, and assistance navigating resources.
Provide professional, compassionate, and timely customer service by phone and in person, including appointment scheduling, referrals, and service coordination.
Advocate for patients by helping students understand and access appropriate resources while protecting their rights, privacy, dignity, and confidentiality.
Collaborate with Student Affairs, Student Health and Wellness, and other University units to build relationships with students and enhance departmental work.