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Administrative Coordinator

2 months ago

North Chicago, United States Rosalind Franklin University of Medicine & Science Full time
Job DescriptionJob Description

Position Summary:

The Department of Student Health & Wellness is inviting applications for an Administrative Coordinator which is a full-time, non-exempt position that reports to the Executive Director, Student Wellness. The Coordinator will work at the direction of the Executive Director, Student Wellness creating, directing, and coordinating projects that support the functionality of the entire department’s operation. The Coordinator is responsible for the daily operation management of computer systems support, scheduling, and acting as a liaison with students, faculty, and staff. The Administrative Coordinator is responsible for greeting patients, scheduling patient appointments, answering phones, managing the provider schedule, and other duties associated with operating a reception desk. This position also serves as the primary support for the Executive Director, the department, and directs office management through the below duties and responsibilities.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short-term and long-term disability plans; life insurance; flexible spending accounts; and a 403(b)-retirement plan which includes a 10% employer contribution after 2 years of service. RFUMS is committed to employee well-being and work-life balance. Full-time staff are eligible for 3 weeks of vacation, 15 sick days, and 13 holidays plus two floating holidays. That is a minimum of 30 paid days off each year

Who We Are:

The Student Wellness Center at Rosalind Franklin University focuses on holistic, preventative interventions providing students a foundation for well-being via self-care and healthy life choices. As a part of the Division of Student Success and Wellness, the center leads proactive wellness initiatives and clinical services for University students. Staff members include both primary care and behavioral health clinicians. The center will emphasize intervention strategies that lead to options for overall better mental and physical health, stress reduction, and prevention of disease while meeting the mental and physical healthcare needs of a majority of RFU students.

Essential Duties & Responsibilities:

Operational Duties:

  • Provide primary operations support for the Department of Student Health and Wellness.
  • Manages day-to-day operational budget expenses, including purchase orders, check requests, travel expenses, and credit card reconciliations.
  • Oversees the department’s electronic databases and forms creating assessment activities for the department including develop, maintain and manipulate databases (Microsoft Excel, Access, others) including formula and macro creation, as well as develop, maintain and administer survey instruments (Google Workspace, Qualtrics).
  • Directs, creates, coordinates, and updates compilation of procedural policies, procedures manual, and yearly publications.
  • Create and prepare confidential correspondence including reports, memorandums, letters, agendas, spreadsheets, and forms as well as maintain materials for department meetings and manage the coordination of department planning initiatives.
  • Maintain clean, orderly waiting area and oversee coordination of patient movement, report issues or irregularities.

Patient Facilitation:

  • Greet patients in polite, prompt, helpful manner.
  • Inform appropriate department/person of person’s arrival.
  • Coordinate and schedule appointments.
  • Answer phones in pleasant and timely manner and deal with patient needs expeditiously.
  • Complete necessary paperwork such as encounter forms and medical records.
  • Update patient information, provide and assist with any necessary forms needing completion, and obtain signatures as necessary.
  • Respond to written, faxed, and phoned chart requests with appropriate follow-up and response.
  • File medical histories and other information in patient charts according to departmental guidelines.

Direct and coordinate other responsibilities as assigned or delegated.

Conditions of Employment:

  • Must achieve background check clearance.
  • Must have proof of COVID-19 vaccination with booster or a university-approved exemption.

Required Education & Experience:

  • High School Diploma or GED
  • Customer service or medical office experience

Required Knowledge, Skills, & Abilities:

  • Demonstrates executive operations experience in a healthcare or academic setting.
  • Ability to take initiative and exhibit ownership of activities and a passion for the department to excel. Ability to work independently and as a team.
  • Knowledge and proficiency in Microsoft Office Suite, PowerPoint, Access, Adobe, and Google Workspace.
  • Strong work ethic and customer service oriented.
  • Excellent organizational and time management skills.
  • Knowledge of reception/ scheduling tasks, practice policies/procedures, and paperwork.
  • Ability to effectively work with all levels of personnel (administration, management, faculty, staff, and students) with a high degree of professionalism and confidentiality.
  • Ability to work/interact with diverse populations, showing respect and sensitivity for cultural differences.
  • Ability to demonstrate compassion and caring.

Preferred Qualifications:

  • Medical Office Experience
  • Athena Healthcare Systems EMR Experience

Typical Physical Demands & Working Conditions:

  • Selected candidate must have the mental and physical capabilities to perform the essential functions of the position with or without reasonable accommodations.


EOE, Including Disability / Vets