This is a 35-hour per week position and is 100% in-person. No hybrid or remote option is feasible.
Tufts University Occupational Health Services provides work-related medical services to university faculty, staff, and employees, with the goal of preventing and minimizing health risks. Student Health Services supports the educational mission of Tufts University by providing accessible and high-quality health care for a highly diverse student population. On the Boston campus, Tufts Occupational Health Services will provide occupational health services and same day health services to faculty, staff, and students using a unique blended model responding to the needs of Tufts? entire Boston community.
The mission of Tufts Occupational Health Services on the Boston campus is the provision of high-quality health care for a diverse student, faculty, and staff population, and we strive to maintain the physical, psychological, and social health of the community. Tufts Occupational Health Services is committed to providing a safe and welcoming environment that is inclusive and culturally informed. Our values are confidentiality, respect for diversity, promotion of wellness, and continuous professional growth.
Nurse Practitioners and Registered Nurses work as part of a multi-disciplinary team to meet the medical needs of students, faculty, and staff, including evaluation and treatment of work-related injuries, disease prevention, health promotion, and routine primary care services. Mental health services for students are provided by a vendor which provides a mix of on-site and virtual consultations.
What You'll Do
The Administrative Coordinator performs complex and diverse duties for both Occupational Health Services and Student Health Services and serves as a source of information and problem-solving for students, faculty, and staff. They will provide general guidance and explanation of departmental policies and procedures and may communicate on behalf of manager(s) to explain or disseminate information. The Administrative Coordinator will provide administrative support, including organizing file systems for the office, coordinating meetings and travel arrangements, billing of insurance for services, assisting students with outside bills, as well as producing, proofreading and editing reports, documents and spreadsheets. The position requires strong computer skills as the individual will work with electronic medical records and other computer systems. In this position, the Administrative Coordinator will manage the clinic flow of two distinct Tufts University population groups, each with their unique technical support system. This includes creating appointments, managing schedules, and ensuring proper patient flow. They will provide support to the clinicians in a professional manner, functioning as the primary interphase between the employee/student and OHS and Student Health providers. They will coordinate planning and logistics for meetings and special events located on the Boston campus. They have responsibility for ordering all office supplies and ensuring office equipment functions properly. The emphasis is placed on the ability to organize priorities, complete tasks, manage confidential patient information, and other tasks related to support of a medical office. The position is an invaluable team member in the implementation of this new clinical practice.
Essential Functions:
Student Insurance
This staff member has the responsibility of billing insurance providers as appropriate.
This position also assists student with bills from medical services received outside of Health Service (i.e. visits to specialist, emergency rooms, ambulance, clinical laboratories, etc.).
Scheduling
This staff person is responsible for maintaining the clinic schedule and will greet faculty, staff, and students who are attending medical appointments, check them in and ensure proper paperwork is completed, manage walk-in patients, and answer phones/triage calls.
Office Set up
The Administrative Coordinator will be instrumental in setting up a new combined Occupational Health/Student Health center on the Boston campus.
Work will include ordering supplies and equipment, working collaboratively with Occupational and Student Health leadership, facilities, safety, and vendors to develop the office, and making suggestions for optimal configuration and patient flow.
Office Management
Screens, sorts and distributes mail; may respond to routine correspondence
Evaluates and organizes file systems for department. Orders and maintains office supplies, works with vendors to maintain equipment and contracts.
Maintains the Occupational and Student Health Service phone messages and updates them as needed to indicate business hours and holidays
Submits and tracks work order requests.
May be asked to provide administrative support for department leadership
General
Serves as primary department contact and resource for internal and external customers; may communicate on behalf of manager(s) to explain or disseminate information.
Provides general guidance and explanation of departmental policies and procedures.
Researches and resolves customer problems and concerns; recommends enhancements to improve department and customer service.
Must handle confidential or sensitive information with discretion. Prepares and drafts letters, memos, reports, syllabi, brochures, newsletters, and other material for the Department.
Coordinates logistics for events or programs
Uses the electronic medical record systems used for occupational health used for Student Health Services.
Creates documentation for all interactions and schedules appointments as appropriate using the relevant electronic medical record system.
Ability to solve problems within the communication and practice management system.
What We're Looking For
Basic Requirements:
3-5 years of related experience in a healthcare setting, research, or administration required
Required education: Bachelor?s degree in health administration and/or related area
Experience using electronic medical records (EMR) systems and healthcare technology
Commitment to and knowledge of diversity, inclusion, and equity
Preferred Qualifications:
Non-English language proficiency, such as Spanish, Haitian Creole, etc.
Prior experience in a University or College Health setting
Pay Range
Minimum $27.30, Midpoint $32.50, Maximum $37.70
Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.
This is Tufts.
Tufts is a student-centered research university with a constellation of world-class schools encompassing undergraduate, graduate, professional, and lifelong learning programs. Across the university, students satisfy their intellectual curiosity, jump-start rewarding careers, and unlock bright, promising futures. Through rigorous academics, groundbreaking research, and a commitment to civic engagement and leadership, our community of students, faculty, and staff collaborate across four Massachusetts campuses to build a brighter world (Medford/Somerville, Grafton, Boston-Chinatown, and Boston-Fenway).
Our employees light the way.
Tufts develops innovative solutions for the most complex global challenges of our time through teaching, research, and an unparalleled investment in civic engagement. In administration and operations, in dining centers and in labs, every employee plays a role in our mission for a better, brighter world.
At Tufts, the work you do matters. So do you.
Enjoy flexible and remote opportunities, innovative benefits, and an inclusive, welcoming, collaborative culture that supports you. Develop your skills. Take classes. Advance your career. ...Do work that makes you proud in a community you love. All while taking great care of yourself and the people who matter most.
We’re all in on creating an anti-racist culture of belonging.
Across Tufts, we’ve deepened our commitment to making the university a truly inclusive place. Where every member of our community contributes and feels like they belong. Where diverse perspectives are seen as our strength, and great ideas are always heard. In offices, labs, classrooms, and beyond, we’re doing this work together, knowing it is the foundation of our mission to create a brighter world.
An innovative university needs resourceful people who make things happen.
Here, collaboration isn’t just a buzzword, colleagues actually care, and community means everything. Sound appealing? Come join us. Choose a campus and find the role that fits you. Tufts University is an Equal Opportunity/Affirmative Action Employer. We are committed to increasing the diversity of our faculty and staff and fostering their success when hired. Members of underrepresented groups are welcome and strongly encouraged to apply.
See the University’s Non-Discrimination statement and policy here https://oeo.tufts.edu/policies-procedures/non-discrimination/.
If you are an applicant with a disability who is unable to use our online tools to search and apply for jobs, please contact us by calling the Office of Equal Opportunity (OEO) at 617-627-3298 or at oeo@tufts.edu. Applicants can learn more about requesting reasonable accommodations at https://oeo.tufts.edu/