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Administrative Department Coordinator, Student Health Services

Colgate University
Hamilton, New York, United States
Salary Not Specified
Date posted
Apr 3, 2024

Job Details

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.
Anticipated start date is August 1st, 2024.


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, and prescription authorizations.
  • 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.
  • Rotating weekend coverage (Saturday 9am-1pm).
  • Attending department, division and university meetings and participate on other committees as requested.
  • Performing other job related duties and responsibilities as assigned.
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.

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 demonstrated ability to meet 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
  • Exceptional customer service skills
  • Willing to learn new skills and technologies
  • Ability to maintain a high level of enthusiasm and energy, while portraying a positive image
  • Ability to balance requests 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
  • Experience fostering a welcoming and inclusive environment, sensitive to students with physical and mental health challenges
  • Ability to demonstrate a strong commitment to diversity, equity and inclusion and the desire and ability to successfully work with a broad spectrum of individual identities including personal, social, and otherwise

High school diploma, or equivalent, with experience in records management, accounting, and office operations in a medical setting.

An Associates degree or equivalent combination of education and experience is preferred.

Job Open Date

Job Close Date

Open Until Filled

Special Instructions Summary

EEO Statement

It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.
For more information, click the "How to Apply" button.


Colgate University

Colgate is a distinctive, leading American university known for its intellectual rigor, world-class professors, campus of stunning beauty, and alumni famously loyal to their alma mater.

Time and time again, the world has shown an urgent need for citizens with the ability to create, explore, examine, and connect human knowledge. Colgate University has been answering that call through centuries of academic rigor in the liberal arts tradition.

Colgate attracts world-renowned faculty in a breadth of subject matters as well as innovative leaders in higher-ed administration, all dedicated to building on an educational tradition that has prepared generations of Colgate graduates for success. 

Colgate is deeply invested in employees’ success, and we all work together to ensure that students receive the premier education that is at the University’s core.

The Colgate campus, ranked as one of the most beautiful in the nation, is a place where students develop lifelong bonds with each other, faculty, and staff.

Colgate is located in the village of Hamilton, a community of about 3,800 residents who enjoy downtown’s art galleries and restaurants and who take pride in the many historic homes and public buildings.

Colgate University

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