Administrative Coordinator, Emerson Wellness Center

Emerson College; Boston (MA); On-site; USD 39,000 - 47,000; Full time

Benefits offered by this job

Health plans

Dental plans

Generous time-off programs

403(b) retirement plan

Job summary

Emerson College's Wellness Center is seeking an Administrative Coordinator to support daily operations and serve as the first point of contact for students, parents, and staff.

You will manage schedules, process medical records, verify eligibility and insurance, and coordinate urgent responses with campus police and emergency services. The role emphasizes confidentiality and teamwork in a busy college health office.

Qualifications

• High School Diploma or GED required.
• Bachelor’s degree preferred.
• 1–2 years’ administrative support experience.
• 1–2 years’ experience in outpatient mental health/clinical setting preferred.
• Experience serving students in higher education preferred.
• Experience with Medicat EMR software preferred.

Responsibilities

• Manage clinical schedule, confirm appointments, and notify students and clinicians about conflicts, delays, or reschedules.
• Verify student eligibility and insurance status.
• Handle incoming calls, emails, and walk-in requests for appointments or referrals.
• Coordinate emergency responses with Campus Police, ambulance services, or hospital as needed.
• Maintain reception area and paperwork such as medical records requests and faxes.
• Data entry for immunizations, holds, demographics, and allergies.
• Order and maintain office materials and supplies.

Skills

Customer service

Written/verbal communication

Organizational skills

Multitasking

Confidentiality

Microsoft Office

Google Suite

Problem solving

Education

High School Diploma or GED

Bachelor's Degree preferred

Tools

Medicat EMR

Microsoft Office

Google Workspace

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 DUTIESManage 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 FormsOrder and maintain office materials, forms, and suppliesOther duties as assignedQUALIFICATIONS – 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. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.Ability to tolerate close contact with ill, injured or distraught studentsRequires the constant coordination of mental and visual attentionRequires the ability to stand and/or sit for long periods of timeRequired to move/lift objects that are lightWORK ENVIRONMENT – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.Emerson Wellness CenterDisclaimer: 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: 23-04NEEmployment Category: Regular.Scheduled Weekly Hours: 36.25In 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 outstanding health plans with limited out-of-pocket expenses, dental plans, generous time-off programs, and a 403(b) retirement benefit with a 9% employer contribution once eligible. Additional benefits, such as life and disability coverage and commuter offerings, are available.Please refer to our benefits website for a full list of benefits and eligibility requirements.