Sr Dept Coordinator for the Brandeis Counseling & Health Center

Brandeis University is delighted to announce a career opportunity for a Senior Department Coordinator. If you are looking for an opportunity to work at a beautiful university campus with lots of perks including free parking and access to a top of the line athletic facility, look no further! At Brandeis we offer a competitive benefits and compensation package which includes medical, dental and life insurances.  We also offer a generous paid time off benefit including 15+ holidays.  If you hope to advance your career through educational opportunities, Brandeis offers tuition benefits for employees, dependents and spouses.  Our 403b retirement savings plan includes a generous match.

The Sr. Department Coordinator serves as the primary point of contact for support staff, patients and visitors. Under the supervision of Counseling and Health Centers Directors, performs a wide variety of administrative and clerical tasks for the departments including website management, social media liaison and patient billing. Assignments are varied, and include routine to complex, nuanced administrative duties. The Sr. Department Coordinator supports day-to-day departmental operations, as well as assigned projects and events. Provides front office coverage as needed and ensures that all clinical schedules are appropriately populated in the EHR, telephones and email messages are responded to in a timely manner according to established protocols. Ensures complete registration and student health information are captured prior to, or during each patient visit. Applies an in-depth knowledge of University contacts, processes and procedures.

Key Responsibilities:

Administrative:

• Serves as the go to for day-to-day operations questions from health and Counseling front office staff. Supports Department Coordinator in providing training and oversite related to billing and insurance eligibility to front desk team and Medical Assistants.
• Fields Medicat issues, as well updates and or create new forms in Medicat as requested by leadership. Assist leadership with other task and projects as necessary.
• Performs a variety of routine to complex administrative duties, e.g., ordering supplies, front office coverage as needed, and EHR schedule management.
• Coordinates and schedules a wide variety of nuanced, high impact meetings and events, with responsibility for all related logistics.
• Assists Admin Director in generating reports, prepares presentations utilizing Excel, PowerPoint, MS Office and other applications. Maintains directors’ calendars with minimal direction.

Communication & Outreach:

• Maintains website content. Ensures related information is accurate and current.
• Utilizes multiples modes of communication to Campus Partners, students and staff including social media, newsletter content, EHR and email.
• Manages outreach requests from community partners, coordinate planning within BCC team and with community partners. Serves as the main point of contact for BCC outreach efforts and may be asked to attend certain events.
• Acts as a front-line resource to respond to questions about departmental operations, databases or projects. Establishes and builds positive working relationships with internal and external contacts.

Billing:

• Processes claims for ambulatory health, psychiatric, and counseling services to clearinghouse from practice management system in timely manner. This includes reviewing claims for coding and insurance claim requirements, sending claims needing correction back to clinicians as needed, assisting with insurance data corrections and communicating diagnostic diagnosis update needs base on denied claims.
• Processes payments, charge adjustments, and refunds using the practice management system and coordinating with accounts payable as needed for posting of paper checks. Regular reporting of outcomes. Site contact for ongoing clearinghouse communications and keeping up to date with insurer updates for claims submission requirements. May serve as point person to vendors for creation, information and distribution of information.

Requirements and Qualifications:

Associate’s degree required, Bachelor’s degree preferred plus 1-3 years work experience

Strong organizational, communication skills and excellent interpersonal skills.

Requires strong problem solving and customer relations skills and the ability to work independently at times. Experience in a college health promotion, education, student affairs, or front office is a plus

Ability to comprehend and communicate complex information in both verbal and written English. Competence with Google suite, and Microsoft Office. Required. Competence in Canva or other design tools a plus as well as competence with an Electronic Health Record.

Commitment to Diversity, Equity, and Inclusion
Diversity, equity and inclusion are important values at Brandeis today and always have been for they are rooted in our founding as an institution. These values serve as a reminder for self-reflection, and a continuous call to grow for us as Brandeisans.  Founded as a model institution for ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of all nationalities, religions, and orientations.  Moreover, social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the evolving diversity of our larger society.  Read more online about our Mission and Diversity Statements at Brandeis Mission and Diversity Statements.

If you are interested in a role and have relevant experience but your work history does not align perfectly with every qualification in the job description, we nevertheless encourage you to apply.

Closing Statement

Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.