Coordinator of Specialty Clinic Services

Western University of Health Sciences; Pomona (CA); On-site; USD 32,000 - 34,000; Full time

Job summary

Western University of Health Sciences seeks a Coordinator of Specialty Clinic Services to provide administrative and operational coordination for Pediatrics and Vision Therapy within the Eye Care Institute. You'll manage scheduling, referrals, authorizations, documentation, equipment, and communications to ensure high-quality patient care and education.

In this role you will support Chiefs of Service and faculty, liaise with external partners, and maintain efficient clinic operations in a busy

Qualifications

• High School Diploma or Graduation Equivalency Diploma required.
• 3–5 years’ experience in a clinical practice or institutional setting.
• Experience in optometric settings preferred; knowledge of health insurance eligibility and benefits.

Responsibilities

• Coordinates patient appointments, pre-authorizations, medical records, referrals and communications.
• Acts as liaison between University and external partners such as school districts and providers.
• Supports Chiefs of Service and faculty in pediatric and vision therapy services.
• Prepares and submits reports to responsible faculty in a timely manner.
• Monitors equipment, orders supplies, and handles routine clerical duties.
• Triages calls and directs inquiries to appropriate staff.

Skills

MS Word

Excel

PowerPoint

EMR/EHR

Verbal communication

Written communication

Confidentiality

Multi-tasking

Leadership

Education

High School Diploma or GED

Tools

EMR/EHR software

Office equipment

Job description

Coordinator of Specialty Clinic Services

As you take your first step onto a Western University of Health Sciences campus, each path, each person, each structure comes with a transformative story. WesternU is more than the practice of medicine. We are defined by character and culture.
At WesternU, you will discover humanism at the heart of every interaction: a warm welcome, a sincere smile, a positive word, a kind deed, a thoughtful gesture. You will see students work together on case studies; a parade of pets in campus parks; student clubs offering opportunities for career growth and community involvement; and faculty, staff and students designing their future and the future of WesternU. We display a collaborative mindset in how we operate, educate, and serve others.
Although, geographically, we are two campuses - as humanists, we are one: to enhance and extend the quality of life in our communities and achieve excellence in everything we do. We attract diverse, professional faculty, staff and students that thrive in an environment of humanistic health care education. Join our team of faculty and staff and make a difference.

Position Title

Position Title Coordinator of Specialty Clinic Services

Position Control Number

Position Control Number S03525

Type of Position

Type of Position Staff

Position Status

Position Status Full-time

Campus

Campus Patient Care Center-Pomona, CA

Position Location

Position Location California

Department

Department 2015-Eye Care Institute

Job Summary

Under the general direction of the Director of Clinical Operations, the Coordinator of Specialty Clinic Services provides comprehensive administrative and operational coordination for the College of Optometry’s Pediatrics and Vision Therapy specialty services within the WesternU Health Eye Care Institute ( ECI ) and affiliated clinical sites. The Coordinator supports the delivery of high-quality patient care and clinical education by coordinating patient scheduling, referrals, authorizations, documentation, equipment and supplies, provider communications, and other administrative functions essential to the effective operation of the specialty services.

Knowledge, Skills and Abilities

Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Proficient computer skills necessary to create documents, spreadsheets, tables, and/or forms in MS Word, Excel, PowerPoint. Knowledge of EMR / EHR software programs and any other software programs as required by the position with the ability to learn various software programs used within the College of Optometry and Eye Care Institute.
• Excellent verbal and written communication skills. Ability to interact with well with patients, staff, students, faculty, administration, and outside constituents. Must be culturally sensitive, highly responsive, and maintain confidentiality.
• Proficient with a fax, copy machine, printer, telephone operation, and other machines necessary for completion of job duties
• Must be a self-assured, experienced leader who is able to interact with senior executives, anticipate potential problems, and initiate solutions.
• Must be able to multi-task in a fast-paced environment and be flexible with job assignments.
• Ability to demonstrate a commitment to working in an organization that values and promotes humanism.

Required Qualifications

Education:

• High School Diploma or Graduation Equivalency Diploma required.

Experience:

• Three to five years’ experience in a clinical practice or institutional setting or any combination of education, training, or experience that provides the required knowledge, skills, and abilities.

Preferred Qualifications

• Experience in an optometric setting is preferred, with a working knowledge of health insurance eligibility and benefits processes

Key Responsibilities

Patient Scheduling and Care Coordination:

• Coordinates patient appointments, pre-authorizations, medical records, referrals, patient communications, and administrative requirements related to Pediatric and Vision Therapy services.
• Communicates with patients and families regarding scheduling, appointments, and other administrative aspects of their care.

Key Responsibilities

Collaboration and Specialty Clinic Coordination:

• Coordinates activities related to patient care and processes between the University and external stakeholders, including school districts, independent facilities, and referring providers
• Acts as administrative liaison between University Legal/Risk Management regarding service agreements, documentation, billing requirements, and coordination of contracted services
• Maintains and/or develops communication with referring providers, school districts, community organizations, and other external partners while supporting outreach and promotion of specialty services.

Key Responsibilities

Specialty Clinic and Faculty Support:

• Provides comprehensive administrative support necessary to the Chiefs of Service and faculty within the Pediatrics ( PEDS ) and Vision Therapy (VT) specialty services to ensure the efficient operations of the specialty clinic services.
• Supports the Chiefs of Service by triaging calls, questions, and requests related to PEDS and VT services and directing matters to the appropriate faculty or staff.
• Prepares reports for specialty services and ensures reports are submitted to the responsible faculty in a timely manner.

Key Responsibilities

Compliance and Professional Standards:

• Works with Chiefs of Service to ensure all equipment is functioning properly in the services and when necessary, schedules maintenance requests. Orders, stocks, and maintains supplies and materials for specialty services.
• Performs a variety of clerical duties, e.g., photocopies, faxes, files, etc.
• Participates in required training and staff meetings
• Performs other duties as assigned. The University/College reserves the right to add or change duties at any time.

Posting Details Continued

Work Schedule

Typical work week is Monday – Friday 8am – 5pm. Some nights and weekends required.

We believe in making an impact in the lives of our employees, personally, and professionally. Every employee has different individual and/or family needs. We offer benefits that are both comprehensive and flexible to address your unique needs. We believe work-life harmony is positive and achievable.
We offer competitive salaries, generous paid time off, insurance plans, reimbursements, and retirement benefits. Additionally,
Our faculty, staff, and administrators are 100% focused on student success.
Our University culture creates the context for a nurturing and supportive environment.
Faculty, staff, and students can expect to make deep, personal relationships within the University community.
As a Faculty, Staff, or Student at WesternU, you can focus on work that you love, be your authentic self, and lead to the future with innovation in health sciences.
WesternU’s core value of humanism encourages all to bring their whole self in all that they do.
We are committed to fostering a culture of respect, equity, collaboration, and fun at all levels for all people!

Expected Pay Scale

Minimum

Minimum $23.00 Hourly

Maximum

Maximum $25.50 Hourly

Physical Demands

Physical Demands

Do the essential functions of this job require lifting?

Do the essential functions of this job require lifting? Yes

If yes, list maximum weight and duration

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk and hear, sit, stand, use hands to grasp objects, and reach with hands and arms. The employee must occasionally walk, stoop, and lift and/or move up to 10 pounds. No specific vision abilities are required. No other specific physical demands are required.

Describe Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Duties are normally performed in a typical office, laboratory, or environmentally controlled interior healthcare setting. The work environment may involve exposure to potentially dangerous materials, e.g., blood and body fluids, communicable diseases, toxic substances, and risk of electric shock. Clinical environments require compliance with safety precautions, OSHA Blood borne pathogen training, and may include the use of certain personal protective equipment.
The noise level in this setting is usually moderate due to telephone calls, equipment, and normal patient and student traffic.

Posting Information

Posting Number

Posting Number S01838

Posting Date

Posting Date 10/19/2026

Close Date

Open Until Filled Yes

Conditions of Employment - Background Check

To secure employment, successful fulfillment of a background check, including a criminal records check, may be required. Western University of Health Sciences will extend a conditional offer of employment, subject to rescission if the background check unveils disqualifying information or if it is found that the candidate deliberately withheld or misrepresented information. Non-completion of the background check to satisfaction may impact the ongoing employment of a current Western University of Health Sciences employee who received a conditional offer for the position.

Pay Transparency Act

Pay Transparency Act- Western University of Health Sciences is required to provide a reasonable estimate of the compensation range for this role. This range considers various factors in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The Expected Pay Scale is defined as the budgeted salary or hourly range that the University reasonably expects to pay for this position. Placement within the Expected Pay Scale is determined by internal equity and relevant qualifications.

Equal Opportunity Statement (EEO)

It is the policy of Western University to provide equal employment opportunity to all employees and applicants for employment as required by law without regard to age, race, color, national origin ancestry, citizenship, ethnicity, creed, religion or religious creed, sex or gender (including gender identity), marital status, sexual orientation, disability (both physical and mental) including HIV and AIDS, medical condition (cancer and genetic characteristics), pregnancy (which includes childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), age, genetic information, military and veteran status, or any other applicable protected characteristic as outlined by federal, state, or local laws.This policy applies to all employment practices within WesternU including without limitation, hiring, recruiting, promotion, termination, layoffs, leave of absence, compensation, benefits, and training. WesternU makes hiring decisions based solely on qualifications, merits, and business needs at the time.

Required Documents

Optional Documents

• Resume
• Cover Letter
• Additional Applicant Document

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity? Please provide the name of the website, individual, or organization.

  (Open Ended Question)

309 E. Second St.
Pomona, CA 91766-1854
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