Wellness Services Coordinator

REPORTS TO: Dean of Wellness Services

LOCATION : Buchanan Kiewit Wellness Center

Primary Objective

The Wellness Services Office Coordinator provides clerical and administrative support for the Wellness Services team. This position acts as the public-facing person for Wellness Services and must be able to manage relationships with the student body, other campus departments and the campus community at large. The office coordinator must have experience working with and relating to diverse populations to continue a safe, welcoming and nonjudgmental environment for all students, staff and faculty.

Job Responsibilities

• Provide general office management of the Wellness Service office (copier/printer, answering phone calls, office communications, catering, supplies, mail, scheduling and other duties related to office management)
• Schedule appointments and maintain calendar for the Dean of Wellness Services and appointments for the wellness services staff.
• Establish and maintain files and records to include:
• Student files
• Medical files
• Counseling files
• Doctor’s notes
• Prescriptions
• Personnel files
• Licensure, credentialing, memberships in professional organizations
• Professional development
• Data for departmental annual reports – statistic reports, appointments, surveys and
  
  

client information

• Assist in the destruction of old medical records (per policy and state law).
• Monitor and update departmental budgets, including monthly updates to Dean
• Manage office supplies budget and process invoices for payment.
• Order office supplies and record purchases and purchase orders
• Coordinate servicing of office equipment
• Prepare cash report for Financial Services office as necessary
• Reconcile charges to operating budget including bi-weekly credit card reconciliations
• Assist in creating, updating, and maintenance of policies and procedures manual for the department
• Sending e-mail and text reminders to students regarding appointments using Titanium (the
  
  

electronic medical records system).

• Monitor department efficiency and make changes as appropriate.
• Coordinates prescription medication process with Hometown Pharmacy. Assist with insurance information, enter prescription information into Titanium, notifying students of the medication arrival, distribution, ensuring that students are aware of the safety information related to the medications and documentation of the process.
• Oversee the collection of new medical record information from First Year and Transfer students.
• Assist students in checking out wheelchairs, crutches and other medically related materials.
• Assist students with general health information: discussing flu shot options, questions related to respiratory illnesses and connecting them with the appropriate resources.
• Assist in office and paperwork training and support temporary STAT nurses.
• Other duties as assigned.
  
  

Working Relationships

Will work collaboratively with Lawrence students, faculty, staff, parents and community members. This position provides an essential bridge from Wellness Services to the Lawrence community, both on and off campus. Ability to communicate effectively with college-age students is a must.

Required

KNOWLEDGE AND SKILLS REQUIRED :

• Sensitivity for and confidentiality of protected health information.
• Strong working knowledge of Microsoft software and computer concepts.
• Must possess strong clerical skills with an appreciation for accuracy and attention to detail.
• Excellent oral and written communication skills. Public-facing communication experience a plus.
• Able to quickly switch tasks and stay focused in a high traffic office.
• Prefer 3 – 5 years previous administrative assistant/clerical experience. Operational knowledge and/or experience in a healthcare setting preferred.
  
  

Employment Requirements

• Must have successful completion of criminal record check, driving record check (where applicable) and reference checks.