Administrative Coordinator OHS Grafton

Administrative Coordinator

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 Grafton 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 Grafton 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 Grafton 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.

General

Act as the primary point of contact for the department, supporting internal and external stakeholders and communicating on behalf of management as needed.
Provide guidance and clarification on departmental policies and procedures to ensure consistency and compliance.
Investigate and resolve patient concerns, identifying opportunities to improve service quality and departmental operations.
Maintain strict confidentiality when handling sensitive patient and organizational information.
Prepare and edit a variety of departmental materials, including correspondence, reports, and brochures. Utilize electronic medical record (EMR) systems to support Occupational Health and Student Health Services operations. Accurately document all interactions and coordinate appointment scheduling within the EMR system. Identify, troubleshoot, and resolve issues within communication and practice management systems to ensure efficient workflow.

Scheduling Manage and maintain clinic schedules for medical and mental health services. Greet faculty, staff, and students, check them in for appointments, and ensure all required documentation and insurance verification (as applicable) are completed. Coordinate and support walk-in patients, ensuring timely and appropriate service. Answer and triage phone calls, direct inquiries and urgent matters to the appropriate staff.

Office Management Evaluates and organizes office filing systems to ensure efficiency and accessibility. Orders office supplies and monitors inventory levels to maintain adequate stock. Manages Boston/Grafton communications, including paper, telephonic, and electronic correspondence. Tracks, coordinates, and ensures timely resolution of technology-related issues. Organizes and catalogs paper charts, including scanning legacy medical records into a HIPAA-compliant EMR system. Coordinates with vendors to maintain equipment and facility operations. Supports the Administrative Manager with contract management and staffing needs. Serves as backup to the Administrative Manager, handling responsibilities such as onboarding new employees, procurement card management, and staff professional development.

EMR Super User & Reporting Support Serve as the department's electronic medical record (EMR) super user, providing advanced system support, troubleshooting issues, and training staff on workflows and best practices. Develop, generate, and analyze reports from EMR and other systems to support operational, clinical, and strategic decision-making. Collaborate with leadership to identify reporting needs, improve data accuracy, and optimize system functionality. Maintain and update EMR templates, workflows, and documentation standards to ensure efficiency, compliance, and data integrity. Support administrative operations by coordinating projects, streamlining processes, and serving as a liaison between clinical, administrative, and IT teams.

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 University or College Health setting

Pay Range

Minimum $27.85, Midpoint $33.15, Maximum $38.50 Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.