Office Services Coordinator | University Health Services

Notre Dame International; Notre Dame (IN); On-site; USD 26,000 - 37,000; Full time

Benefits offered by this job

Up to $23.00/hour

40-hour week, 10 months (Aug–May)

Job summary

University Health Services at the University of Notre Dame is seeking an Office Services Coordinator to join a fast-paced health practice. You will be the first point of contact for students, managing inventory, medical records, and coordinated care while upholding HIPAA privacy standards.

Responsibilities include efficient service delivery, accurate records processing, and collaboration with clinical staff and administration to support student health and wellness.

Qualifications

• High school diploma or GED required; associate's or bachelor's degree preferred.
• 3–4 years of experience in a medical office setting.
• Excellent working knowledge of computers, including EMR and inventory management systems.

Responsibilities

• Serve as the first point of contact for patients and coordinate office services.
• Manage inventory, supplies, and procurement for clinical, pharmaceutical, medical, and operational needs.
• Coordinate and process medical records requests in compliance with HIPAA and privacy requirements.
• Provide professional, compassionate patient service and assist with scheduling, referrals, and resource navigation.

Skills

EMR familiarity

Inventory management

Customer service

Communication

Organizational skills

Education

High school diploma or GED

Associate's or Bachelor's degree preferred

Tools

EMR software

Job description

Office Services Coordinator | University Health Services

University Health Services, Vice President for Student Affairs

• Full-time

Company Description

The University of Notre Dame is more than a workplace! We are a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world‑class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

Job Description

University Health Services (UHS) is a dynamic, fast‑paced college health practice committed to providing excellent health care to the students of the University of Notre Dame. The Office Services Coordinator is a valued member of the UHS team and works collaboratively with our administrators, support staff, providers and nurses. As the first point of contact for patients, office services coordinators support all aspects of services provided by demonstrating respect and dignity of the patient, reflecting the unique character of the Notre Dame community, and sponsoring the teachings of the Catholic Church.

Inventory Management

• Responsible for comprehensive inventory management and supply procurement to ensure adequate availability of clinical, pharmaceutical, medical, and operational supplies.
• Maintain appropriate par levels within the inventory management system, routinely monitor usage and inventory trends, and adjust quantities as needed to support uninterrupted patient care and efficient cost management.
• Support compliance with organizational policies and applicable regulatory requirements related to the storage, handling, purchasing, and management of pharmaceutical and medical supplies.

Medical Records Management

• Comprehensive management, processing, and coordination of medical records requests to ensure accurate, timely, secure, and compliant handling of patient health information.
• Manage both inbound and outbound medical record requests, including requests from patients, healthcare providers, insurance companies, attorneys, and other authorized entities.
• Work collaboratively with clinical staff, administration, compliance, billing, insurance, outside providers, and legal counsel to facilitate timely and appropriate medical record management
• Monitor and maintain compliance with organizational policies and applicable HIPAA, privacy, confidentiality, and medical records requirements.

Student Care Services

• Serves as the primary point of contact for students seeking healthcare, support services, and assistance with navigating available resources.
• Provides professional, compassionate, and timely customer service through telephone calls, walk-in interactions, appointment scheduling, referrals, and coordination of services. Serves as a patient advocate by helping students understand and access appropriate resources while protecting their rights, privacy, dignity, and confidentiality.
• Participates as an integral member of the Division of Student Affairs team and regularly collaborates with other areas within the Division of Student Affairs, Student Health and Wellness, and other University units to enhance the department’s work building connections and relationships with students.

Qualifications

Education and Experience

• High school diploma or GED required; associate's or bachelor's degree preferred.
• 3–4 years of experience working in a medical office setting.

Technical Skills

Excellent working knowledge of computers, including electronic medical records (EMR) and inventory management systems.

Communication and Organizational Skills

• Strong verbal and written communication skills.
• Excellent organizational skills, critical thinking, and sound decision‑making abilities.
• Ability to work effectively in a fast‑paced environment while maintaining a high level of attention to detail.

Commitment to Notre Dame's Mission

• Demonstrated appreciation for and commitment to the University of Notre Dame's Catholic, Holy Cross mission.

Additional Information

Application Deadline: November 2, 2026

Required Documents to Apply: Resume & Cover Letter

Hiring Pay Range: Up to $23.00/Hour | Commensurate with experience

Schedule:This is a 40-hour a week, 10 month position August - May

The University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). We strongly encourage applications from candidates attracted to a university with a Catholic identity.

Office of A&L Undergrad Study, Dean of Arts and Letters

Regional Admin, VP for University Relations