Administrative Department Coordinator, Student Health Services

Colgate University; New York (NY); On-site; USD 10,000 - 60,000; Full time

Job summary

An established institution is seeking an Administrative Department Coordinator for Student Health Services. This role involves providing high-quality, confidential healthcare support to students, managing appointments, and maintaining electronic health records. The ideal candidate will thrive in a fast-paced environment, demonstrate strong communication skills, and maintain a welcoming atmosphere for all students. Join a dedicated team committed to fostering student wellness and inclusion in a vibrant academic community. This is a fantastic opportunity to make a meaningful impact in the lives of students while enjoying a comprehensive benefits package.

Benefits

Medical insurance

Dental insurance

Vision insurance

Retirement contributions

Paid time off

Paid family leave

Gym discounts

Free parking

Bookstore savings

Access to cultural facilities

Qualifications

• Minimum of four years of medical administrative assistant experience required.
• Proficient with current medical office technologies.
• Ability to maintain confidentiality and handle sensitive health matters.

Responsibilities

• Answering incoming phone calls and scheduling student appointments.
• Maintaining electronic health records according to confidentiality policies.
• Providing logistical support for department and health programming.

Skills

Medical administrative assistant experience

Teamwork

Communication skills

Problem solving

Confidentiality

Analytical skills

Ability to prioritize tasks

Growth mindset

Education

Associates degree in records management or equivalent

Tools

Electronic health record (EHR) system

Job description

Full Time/Part Time

Full Time/Part Time Part Time

Division

Division Dean of the College

Department

Department Student Health Services

Hiring Wage/Salary Range

Hiring Wage/Salary Range $19.00-$21.00 / hour

Professional Experience/ Qualifications

• Minimum of four years of medical administrative assistant experience is required.
• Demonstrated ability to work in a team oriented, fast-paced work environment with a proven track record of meeting deadlines, anticipating the needs of the team, and delivering outcomes.
• Proficient with current medical office technologies.
• Comfortable with medical terminology and discussing personal/sensitive health matters.
• Ability to work with confidential information and maintain strict confidentiality.
• Good communication and teamwork skills.
• Has a growth mindset.
• Ability to maintain a high level of enthusiasm and energy, while portraying a positive image
• Must be able to take direction from several people and have proven ability to prioritize tasks with conflicting deadlines, handle frequent interruptions, work in an open office environment
• Demonstrated excellent problem solving; analytical and critical thinking skills.
• Ability to work independently with minimal supervision.

Preferred Qualifications

• Familiarity with Colgate University and university administrative systems.
• Previous medical office experience and/or basic medical knowledge is a plus.
• Experience fostering a welcoming and inclusive environment, sensitive to students with physical and mental health challenges.
• Ability to demonstrate a strong commitment to inclusion and the desire and ability to successfully work with a broad spectrum of individual identities including personal, social, and otherwise.

Education

An Associates degree or equivalent combination of education and experience in records management, accounting, and office operations in a medical setting.

Certifications

When extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.

Physical Requirements

Moderate physical activity. Requires handling of average-weight objects up to 25 pounds. Environment involves possible exposure to illnesses and situations that require following extensive safety precautions and may include the use of protective equipment.

Other Information

Colgate University offers a competitive benefits package, with most benefits effective on the date of hire. Highlights include: medical, dental, vision, retirement contributions, paid time off, paid family leave, health & wellness, continuing education and professional development. We also offer unique perks, such as free parking, gym discounts, bookstore savings, athletic tickets, and access to cultural and recreational facilities. Explore the full benefits package on our Benefits page .

Department Statement

Colgate Student Health Services provides high quality, confidential, and equitable healthcare and education to empower all students. Student Health Services offers routine medical care, gender appropriate health services, and mental health services, while also promoting wellness through health education. The Student Health Services is part of an integrated Health and Wellness team, partnering with the university’s Counseling Center, Haven Sexual Assault Resource Center, and Shaw Wellness Institute to provide a holistic approach to health and wellness.

This is a 10-month position that carries 12 months of benefits.

Accountabilities

The Administrative Department Coordinator, Student Health Services is accountable for:

• Answering incoming three-line phone calls and messages; responding to messages via email and the medical portal and sending triages to the clinical staff.
• Scheduling student appointments in the electronic health record ( EHR ) system, and guiding students through check in and check out per policies and procedures.
• Provides cross-functional support for inbound/outbound document processing and maintaining electronic health records according to Student Health Services’ confidentiality policy and best practices.
• Serving as an initial point of contact for students, parents, and visitors, ensuring a warm, welcoming, and inclusive environment.
• Supporting efficient and accurate maintenance of office supplies, facilities, and equipment.
• Upholding confidentiality of all health and wellness support services in the university’s Student Health Services, and other locations, including the department’s EHR and other practice management systems.
• Provides cross-functional support with medical referrals, requests for insurance authorization, prescription authorizations and other office duties as assigned.
• Actively participate in integrated Health and Wellness meetings, committees, and student-focused activities.
• Providing assistance and logistical support for department, Health and Wellness programming, and off site medical clinics.
• Attending department, division and university meetings and participate on other committees as requested.
• Performing other job related duties and responsibilities as needed to support the needs of the department.

This position has been designated as a Campus Security Authority ( CSA ), in accordance with the federal statutory requirements of the Jeanne Clery Act. CSAs are required to and responsible for reporting allegations of crimes they receive from students and employees to the Campus Safety Department.

Requisition Number

Requisition Number 2025S042Posting

Temporary

Temporary No

Work Schedule

Job Open Date

Job Open Date 05/07/2025

Job Close Date

Open Until Filled No

Special Instructions Summary

EEO Statement

The University recognizes that equal employment opportunity can only be achieved through demonstrated leadership. It is the Policy of the University to recruit, employ, retain, promote, and train employees on the basis of merit, ability, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws.

Clery Act

CAMPUS CRIME REPORTING AND STATISTICS

The Department of Campus Safety will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance . Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at [e-mail] .

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Are you currently a Colgate employee?
  • Yes
  • No
• * Have you ever been a Colgate employee?
  • Yes
  • No
• Do you have a spouse/domestic partner who currently is, or will be, employed at Colgate University?
  • Yes
  • No
• * Are you at least 18 years of age?
  • Yes
  • No
• * Please let us know how you heard about this position.
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• If you selected "Colgate Employee" or "Other" for how you heard about this position, please provide the employee's name or where you heard about/saw the position.

  (Open Ended Question)