Health Administrative Coordinator

Stony Brook University; Stony Brook (NY); On-site; USD 30,000 - 42,000; Part time

Job summary

Stony Brook University seeks a Health Administrative Coordinator (Staff Assistant) in the Division of Student Affairs. The role serves as the first contact for students entering the facility, handling inquiries about appointments, services, and programs.

It requires strong customer service, confidentiality, and multitasking across health services operations. The incumbent will support appointment scheduling, immunization records data entry, and confidential file management while collaborating

Qualifications

• Bachelor’s degree required; one year of full-time administrative experiencepreferred.
• Experience working with a diverse student body and handling confidential information.
• Valid NYS Driver’s License with clean driving record is required.

Responsibilities

• Serve as first contact for students; respond to inquiries about appointments, services and programs.
• Perform administrative duties: schedule/confirm appointments, input immunization data, maintain confidential files.
• Manage records, chart preparation, provider schedules, and ensure data accuracy in clerical databases.
• Collaborate with Student Health, Wellness & Prevention Services; participate in team meetings and service improvements.
• Work evenings/weekends as needed and maintain confidentiality per FERPA/HIPAA standards.

Skills

Customer service

Communication skills

Multitasking

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Job Description - Health Administrative Coordinator (2602948)

Who We Are

We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following:

• Named one of the “Most Promising Places to Work in Student Affairs” by Diverse Magazine.
• Serving a highly diverse student body ( click here for more information).
• Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
• Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.

Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher). One (1) year of full time administrative experience (student experience may be considered). Experience working with a diverse student body. Must have, keep and maintain the appropriate valid NYS Driver’s License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. (***Out-of-State Applicants, see "Special Notes")).

Preferred Qualifications:

Customer service experience. Experience with medical and/or student records. Experience with updating social media information. Proficiency in spoken and/or written languages other than English.

Brief Description of Duties:

As the first point of contact for students entering the facility and responding to inquiries regarding appointments, services, and programs, the incumbent will assist with the day to day operations, ensuring prompt and professional responses to sensitive inquiries or situations. Responsible for following procedures and best practices for the departments serving Student health, Wellness & Prevention Services and university. Troubleshoot first level problems and manage them appropriately. Respond to urgent student needs in an appropriate and respectful manner. Determine the nature of student circumstances and refer as applicable. The incumbent plays a crucial role as a team member within Student Health, Wellness & Prevention Services. In this capacity, they collaborate with other team members to collectively contribute to the overall functioning and effectiveness of the services provided. This involves actively participating in team meetings, sharing insights, and engaging in collaborative decision-making processes. The incumbent's role extends to fostering a cooperative and supportive atmosphere, ensuring seamless teamwork, and collectively working towards the common goals and objectives of Student Health, Wellness & Prevention Services. The candidate will exhibit exceptional customer service skills providing friendly, courteous and respectful service. They will have demonstrated experience managing multiple priorities and tasks as well as experience working with a diverse population of staff and community organizations. The selected candidate will have exceptional communication, listening, and interpersonal skills. They will work in compliance with federal and state laws, confidentiality regulations and accreditation standards, the incumbent will maintain confidentiality of medical & behavioral health records according to the FERPA and HIPAA Standards plus other regulatory and credentialing requirements.

• Perform administrative duties inclusive but not limited to: supporting students, faculty, staff or other constituents, scheduling and confirming appointments, managing data input of student immunization records, maintaining confidential files and spreadsheets. Responding to first level inquiries that will include screening phone calls and/or emails, exercising the highest level of confidentiality along with sound judgment in directing the appropriate responses.
• Provide administrative support. Maintain confidentiality of medical & behavioral health records according to the privacy Standards and other regulatory and credentialing requirements. Obtain and analyze health information such as immunizations, insurance records and/or provider requests.
• The incumbent may be asked to maintain/prepare patient charts, provider schedules and confirm appointments using automatic databases. Monitor and track necessary databases to ensure accuracy of confidential records. Provide administrative oversight to include record keeping, file management, office appearance, security, property control, maintenance and inventory of office supplies and equipment. Manage departmental directories, department listserv(s) and ensure timely updates when necessary. Utilize best practices in customer service and work to reduce health disparities as well as stigma related to health services. Participate in service recovery.
• Professional Development and Committee Involvement: Participate in opportunities that promote your learning, growth, and development (i.e. classes, training, committee, webinar, etc.). Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas outside of your individual unit/department (i.e. campus wide traditions, events, programs, etc.).
• Other duties or projects as assigned as appropriate to rank and departmental mission.
• Evening and weekend work may be required at times.

Special Notes:

This is a part-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

***Out-of-State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of start date.

For this position, we are unable to sponsor candidates for work visas.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at [phone] or visit OEA.

Job Number: 2602948

Official Job Title : Staff Assistant

Job Field: Administrative & Professional (non-Clinical)

Primary Location: Department/Hiring Area : Student Health Wellness and Prevention Services