Administrative Coordinator, Chief Health Office

The position also provides scheduled and backup support to the Student Health Services Insurance Office, including phones, student inquiries, scheduling, billing-related tasks, and clinic operations during designated hours, peak periods, and staff absences. In collaboration with the Chief Health Office Executive Assistant, assist with CHO staff meetings, events, and recognition activities, including catering orders, room setup, vendor coordination, materials, and event logistics.

The Finance & Administrative Coordinator reports directly to the Assistant Director of Finance & Administration and provides financial, administrative, and operational support across the Chief Health Office (CHO). The coordinator manages assigned financial and administrative processes, maintains records and tracking tools, and supports employee and credentialing administration.

The position also provides scheduled and backup support to the Student Health Services Insurance Office, including phones, student inquiries, scheduling, billing-related tasks, and clinic operations during designated hours, peak periods, and staff absences.

 

Financial & Administrative Support (50%)

• Prepare and process purchase requisitions, payment requests, invoices, reimbursements, expense reports, Survivor Fund check requests, and related financial documentation.
• Reconcile purchasing card transactions and maintain supporting documentation in accordance with university procedures.
• Process and track Continuing Medical/Professional Education (CME/CPE), professional licensure, and certification reimbursement requests, including maintaining associated departmental budget and reimbursement records.
• Prepare and process travel and reimbursement documentation.
• Review submitted financial documentation for completeness and follow up on missing or incomplete information.
• Communicate with employees, departments, and vendors regarding routine payment, purchasing, reimbursement, and administrative matters.
• Perform financial data entry and maintain accurate purchasing, payment, and reimbursement records.
• Assist with monthly and year-end financial administrative activities, reporting, and other Finance & Administration projects as assigned.

 

Administrative & Operations Support (30%)

• Maintain personnel, credentialing, compliance, and departmental administrative records.
• Support credentialing and compliance tracking by maintaining documentation, updating records, and following up on outstanding requirements.
• Prepare reports, spreadsheets, presentations, correspondence, and other administrative materials.
• Maintain departmental tracking tools, shared files, and electronic records.
• In collaboration with the Chief Health Office Executive Assistant, assist with CHO staff meetings, events, and recognition activities, including catering orders, room setup, vendor coordination, materials, and event logistics.
• Provide general administrative and operational support to the Finance & Administration team.
• Assist with onboarding and other employee-related administrative processes as assigned.
• Support special projects, data collection, and other departmental administrative needs.

 

Insurance Office Support (20%)

• Provide scheduled administrative support to the Student Health Services Insurance Office.
• Answer incoming phone calls and assist students with routine insurance-related questions using established procedures and resources.
• Monitor, document, and route nurse messages and other student inquiries to the appropriate staff member.
• Schedule insurance appointments and assist students seeking walk-in support.
• Provide administrative support for routine insurance billing activities, documentation, and data entry.
• Assist with administrative and operational needs for insurance clinics and other Insurance Office activities.
• Refer complex insurance, billing, eligibility, or clinical questions to the appropriate Insurance Office or nursing staff.
• Maintain appropriate confidentiality when handling student, employee, financial, and health-related information

Required Skills

 

• • Bachelor's degree required, with a degree in Business, Finance, Accounting, or a related field preferred.
  • 1-3 years of administrative, financial, or operational support experience.
  • Strong organizational skills, attention to detail, and ability to manage multiple priorities.
  • Excellent written, verbal, and interpersonal communication skills.
  • Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
  • Ability to handle confidential information with professionalism and discretion.

 

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor. 

Required Experience