Office Coordinator III (11month)

Syracuse University; City of Syracuse (NY); On-site; USD 17,000 - 28,000; Full time

Job summary

Syracuse University’s Barnes Center at The Arch seeks an Office Coordinator III to join the Counseling team. The role supports reception, schedules appointments, handles records, and assists students with crisis triage and referrals on campus.

The position emphasizes confidentiality, strong organization, and teamwork, serving as a first point of contact for students seeking mental health services and coordinating with Counseling and Pharmacy teams.

Qualifications

• High school diploma with experience in records management and office operations.
• Knowledge of HIPAA and ability to handle sensitive, confidential information.
• Best in class customer service required.
• Demonstrated ability to work in a fast-paced environment.
• Good communication and teamwork skills.

Responsibilities

• Greet and check students in at time of appointment, provide paperwork and verify forms.
• Answer voicemail and day-time crisis line calls, schedule appointments, relay messages.
• Coordinate access to Counseling services by collaborating with clinicians and Health providers.
• Enter records and relevant documents into the electronic health record.
• Assist Psychiatry with scanning insurance cards and follow up on insurance needs.

Skills

Office software

HIPAA awareness

Confidentiality

Customer service

Teamwork

Education

High school diploma

Job description

Syracuse University is committed to delivering an exceptional student experience through vibrant, engaged campus communities. This position is based at the above campus location and requires regular in-person presence to support our students, collaborate with colleagues, and contribute to our thriving academic environment. Syracuse University values the collaboration, mentorship, and spontaneous connections that happen when our community works together on campus. Remote work arrangements are limited in accordance with University policy.

Pay Range

Pay Range $18.58 -$19.88

Pay rates at Syracuse University are based on a combination of factors including, but not limited to, the job responsibilities; the candidate’s education, training, work experience and key competencies; the university’s strategic priorities; internal peer equity; applicable federal, state, local laws, grant funding and contractual requisites; and external market analyses.

Staff Level S3

FLSA Status

FLSA Status Non-exempt

Hours

Standard University business hours
8:30am – 5:00pm (academic year)
8:00am – 4:30pm (summer)

Hours may vary based on operational needs.

Job Type

Job Type Full-time

Unionized Position Code Not Applicable

Job Description

The Barnes Center at The Arch is Syracuse University’s integrated health and wellness center, bringing together Counseling, Health, Health Promotion, and Recreation. The Office Coordinator III is a 11 month position and a core member of the Counseling team who reports directly to the Supervising Admin Assist for Counseling. The position serves at the Counseling Center reception desk and is often the first point of contact for students seeking mental health services or crisis support. This position is responsible for providing a calm, supportive, and responsive experience while assisting students and connecting them with appropriate resources. Responsibilities include providing admin support to Counseling staff; assisting students, parents, & visitors; scheduling appointments; collecting basic mental health info; helping students complete required forms; maintaining confidential records and insurance information; & answering the Counseling’s daytime crisis line with appropriate triage and referral. This position connects students with services across the Barnes Center, including Counseling, Recreation, Health, Health Promotion, and Pharmacy, & relevant campus partners. Success in this role requires strong organizational and multitasking skills, attention to confidentiality, and the ability to collaborate.

Education and Experience

High school diploma with experience in records management and office operations. Knowledge of HIPAA and ability to handle sensitive, confidential information. Best in class customer service required. Demonstrated ability to work in a fast-paced environment. Good communication and teamwork skills.

Skills and Knowledge

Proficient with current office technologies. Comfortable with discussing personal health matters pertaining to mental health related concerns. Able to work with confidential information and maintain confidentiality. Related office experience desired.

Responsibilities

• Greet and check students in at time of appointment. Provide students with necessary paperwork for completion, verifying physical paperwork and consents. Opening and closing office procedures. Maintaining organization and tidiness of office space and waiting area.
• Checking voicemail, answering incoming phone calls including day-time crisis line calls, scheduling appointments, and/or take messages for Counseling staff. Provide assistance to parents, campus partners or outside constituents needing support. Identifying situations that require supervisory involvement.
• Coordinate client access to Counseling services by collaborating with clinicians, Barnes Center programs, and Health providers to ensure clients are connected with the appropriate services in a timely and efficient manner. Utilize knowledge of Counseling Center’s specialty areas and scheduling protocols to accurately schedule appointments that align with student’s needs.
• Enter records and relevant documents into the electronic health record.
• Assist Counseling’s Psychiatry services with scanning insurance cards and following up with students regarding any insurance needs at the time of check-in, checking request to bill forms, and verifying paperwork.

Physical Requirements

N/A

Tools/Equipment

N/A

About Syracuse University

Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience.
The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the University’s 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit http://www.syracuse.edu.

About the Syracuse area

Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.

EEO Statement

Syracuse University is an equal-opportunity institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities.

Commitment to Supporting and Hiring Veterans

Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.

Commitment to a Respectful and Welcoming Community

Syracuse University fosters a welcoming learning environment where students, faculty, administrators, staff, curriculum, social activities, governance, and all aspects of campus life reflect a broad range of perspectives and experiences. The University community values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to engage with and appreciate the richness of backgrounds, beliefs, and experiences that shape our society. To achieve this, we strive to cultivate a community that respects and encourages open dialogue, understanding, and mutual respect.

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