Administrative Coordinator, Emerson Wellness Center

emerson; Boston (MA); On-site; USD 29,000 - 34,000; Full time

Job summary

Emerson College's Wellness Center is seeking an Administrative Coordinator to support daily operations and frontline service for students, parents, and the campus community. Reporting to the Associate Director of Health Services, you will manage calendars, handle inquiries, coordinate emergencies, and maintain records with confidentiality.

The role requires 1-2 years in administrative support, familiarity with office software, and a student-focused mindset; compensation ranges from $21.25–$24.95

Qualifications

• High school diploma or GED required.
• Bachelor's degree preferred.
• 1-2 years' experience in administrative support.
• 1-2 years' experience in an outpatient mental health office setting preferred.
• 1-2 years' experience in higher education settings preferred.
• Experience with Medicat EMR software preferred.

Responsibilities

• Manage clinical schedule, confirm appointments, and notify students and clinicians about conflicts.
• Handle inquiries via phone, email, and walk-ins for appointments or referrals.
• Coordinate emergency responses with Campus police/ambulance and determine service level.
• Maintain reception area, check-in procedures, and paperwork like records requests.
• Prepare and obtain medical records for visits, messages, and referrals.
• Explain protocols to students, parents, guardians, staff; maintain confidentiality.
• Review health records for immunization compliance and notify requirements.
• Monitor Health Holds and update Holds or Waivers as needed.
• Data entry: immunizations, hold status, demographics, and allergies.
• Order and maintain office materials and supplies.
• Other duties as assigned.

Skills

Customer service

Communication

Organization

Multitasking

Interpersonal skills

Teamwork

Problem solving

Education

High School Diploma or GED

Bachelor's degree preferred

Tools

Medicait EMR

Microsoft Office

Google Suite

Job description

Join our community and experience Emerson College !

Reporting to the Associate Director of Health Services, the Administrative Coordinator, Emerson Wellness Center provides support for the leadership and staff by assisting with the daily operational and clerical activities. The Administrative Coordinator serves as the initial point of contact for students, parents, and the Emerson College community as a whole.

ESSENTIAL JOB DUTIES

• Manage clinical schedule, confirm appointments, and notify students and clinicians about conflicts, delays, or reschedules. Verify student eligibility and insurance status.
• Manage incoming phone calls, emails, and walk-in requests for appropriate appointments or clinical referrals. Relay messages to clinicians in a timely way.
• Coordinate response in emergency situations, including contacting Campus police, ambulance services, and/or receiving hospital. In some cases, determine the appropriate level of service needed for students.
• Maintain reception area, check-in procedures, and multiple paperwork processes, including:
  • Student/alumni requests for medical records.
  • Staff requests for faxes, student referrals, and medical records.
  • Fax documents or electronic transmissions to the appropriate clinician in a timely manner.
• Prepare and obtain medical records for all visits, messages, lab, and referral reports.
• Explain protocols to students, parents, guardians, and staff, while maintaining confidentiality as required by federal law.
• Review student health records for compliance with College and Commonwealth pre-matriculation immunization/health form requirements, document information received, notify student of requirements.
• Monitor Health Holds and update student status for Holds or Waivers when documentation is reviewed.
• Data entry: immunizations, hold status, demographic data, and allergies from Health Forms
• Order and maintain office materials, forms, and supplies
• Other duties as assigned

QUALIFICATIONS - Qualifications are deemed required or preferred and represent what is needed to effectively perform the job.

• High School Diploma or GED required. Bachelor's Degree, preferred.
• 1-2 years' experience in administrative support for an office required.
• 1-2 years' experience in an outpatient mental health office setting, ER or clinician's office, preferred.
• 1-2 years' experience providing services to students in a higher education setting, preferred.
• Experience with Medicat EMR software preferred.

KNOWLEDGE, SKILLS, AND ABILITIES - May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with the job.

• Excellent customer service and computer skills.
• Proficient in written/verbal communication.
• Consistent attendance.
• Strong organizational skills, detail-oriented, capable of multitasking and prioritizing.
• Familiar with mental health setting standards, procedures and confidentiality.
• Exceptional interpersonal skills, effective in teamwork.
• Proficient in Microsoft Office, Google Suite; quick learner of new software.
• Skilled in interacting with diverse backgrounds and experiences.
• Experienced with diverse populations; adaptable to cultural differences.
• Proficient in problem solving, offering procedural improvements.

PHYSICAL ABILITIES - Activities commonly associated with the performance of the functions of this job.

• Ability to tolerate close contact with ill, injured or distraught students
• Requires the constant coordination of mental and visual attention
• Requires the ability to stand and/or sit for long periods of time
• Required to move/lift objects that are light

WORK ENVIRONMENT - Environmental or atmospheric conditions commonly associated with the performance of this job.

Emerson Wellness Center

Disclaimer: This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job duties described herein may be subject to possible modification in accordance with applicable state and federal laws.

Compensation: $21.25 - $24.95 hourly, commensurate with experience.

Grade of Position: 23-04NE

Employment Category: Regular .

Scheduled Weekly Hours: 36.25

In addition to a competitive salary, Emerson College is committed to the health and well-being of our employees and family members. We offer a generous benefits package to regular staff scheduled to work 20+ hours per week.

Emerson Employment Categories influence work schedules, benefits eligibility, and time off policies. Benefits include ou