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Lead Administrative Coordinator
Posted: 07/09/2025
Employment Type:
Contract
Industry: Medical Administrator
Job Number: 43363
Pay Rate: 24.00
Job Description
 Lead Administrative Coordinator
POSITION SUMMARY
Reporting to the Associate Director, Community Health and Engagement, the Lead Administrative Coordinator is responsible for overseeing and participating in the daily operational and functional activities necessary to sustain the Wellness Center. In addition, the Lead Administrative Coordinator is responsible for the oversight of duties and projects assigned to the Administrative Coordinators, delegating tasks, and managing execution of duties and projects. This position involves working closely with both the clinical and administrative staff including the Associate Directors of Counseling Services, Health Services, Wellness and Health Promotion to coordinate Wellness Center operations.
ESSENTIAL JOB DUTIES
Lead Responsibilities:
KNOWLEDGE, SKILLS, AND ABILITIES – May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with the job.Â
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PHYSICAL ABILITIES – Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
POSITION SUMMARY
Reporting to the Associate Director, Community Health and Engagement, the Lead Administrative Coordinator is responsible for overseeing and participating in the daily operational and functional activities necessary to sustain the Wellness Center. In addition, the Lead Administrative Coordinator is responsible for the oversight of duties and projects assigned to the Administrative Coordinators, delegating tasks, and managing execution of duties and projects. This position involves working closely with both the clinical and administrative staff including the Associate Directors of Counseling Services, Health Services, Wellness and Health Promotion to coordinate Wellness Center operations.
ESSENTIAL JOB DUTIES
Lead Responsibilities:
- Serve as the initial point of contact for the Administrative Coordinators for support, training, and escalations.
- Serve as the point of contact for Nurse Practitioners, Registered Nurse, Dietitian, Staff Therapists, and Associate Directors regarding operations, policies, and projects.
- Supervise the Administrative Coordinators and train and delegate work to student workers
- Oversee and manage the reception area, check-in procedures, and multiple paperwork processes.
- Process consultant payroll, expense forms, and purchase requisitions.Â
- Facilitate training sessions for new hires on the EMR system, along with other relevant software systems and protocols as part of their onboarding.
- Prepare monthly reports and budget documents.
- Lead special projects as directed.
- Take lead in processes and procedures to increase efficiency within the Center.
- Contribute to operational strategic planning with the Associate Directors of the Center
- Establish workflow plan to ensure efficient operations and completion of projects
- Provide input on quarterly performance evaluations for Administrative Coordinators .
- Communicate team concerns, performance issues, and trends to the Associate Directors.   Â
- Compile semester and year-end reports of all client data reported by clinicians.
- Manage clinical schedule, confirm appointments and notify students and clinicians about conflicts, delays or reschedules. Verify student eligibility and insurance status.
- Manage incoming phone calls, emails, and walk-in requests for appropriate appointments or clinical referral. Relay messages to clinicians in a timely way.
- Coordinate response in emergency situations, including contacting Campus police, ambulance services and/or receiving hospital. In some cases, determine the appropriate level of service needed for students.
- Explain protocols to students, parents, guardians and staff, while maintaining confidentiality as required by federal law.Â
- Review student health records for compliance with College and Commonwealth pre-matriculation immunization/health form requirements, document information received, notify student of requirements
- Monitor Health Holds and update student status for Holds or Waivers when documentation is reviewed
- Data entry: immunizations, hold status, demographic data, and allergies from Health Forms
- Order and maintain office materials, forms and supplies.Â
- Other Duties as assigned.
- Bachelor’s Degree required
- 3-5 years’ experience as administrative support for a fast-paced office environment required
- 3-5 years’ experience in an outpatient mental health or medical office setting, or an Emergency or Urgent Care Department preferred
- Relevant work experience as a Medical Assistant in a medical/physician’s office preferred
- Experience with Medicat software or other EMR software required
KNOWLEDGE, SKILLS, AND ABILITIES – May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with the job.Â
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- Excellent customer service and computer skills.
- Proficient in written/verbal communication.
- Consistent attendance.
- Strong organizational skills, detail-oriented, capable of multitasking and prioritizing.
- Familiar with mental health setting standards, procedures and confidentiality.
- Exceptional interpersonal skills, effective in teamwork.
- Proficient in Microsoft Office, Google Suite; quick learner of new software.
- Skilled in interacting with diverse backgrounds and experiences.
- Experienced with diverse populations; adaptable to cultural differences.
- Proficient in problem solving, offering procedural improvements
PHYSICAL ABILITIES – Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Ability to tolerate close contact with ill, injured or distraught students
- Requires the constant coordination of mental and visual attention
- Requires the ability to stand and/or sit for long periods of time
- Required to move/lift objects that are light
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Meet Your Recruiter
Donnarae Szaban
Sr. Director, Client Success
Donnarae is a Client Success Manager that on works with a few of The Panther Group’s enterprise clients.
I have the pleasure of not only recruiting but ensuring all our clients’ needs are taken care on a day-to-day basis.
I have over 20 years’ experience in staffing and managing client relations and my goal is making sure everyone is beyond satisfied with their experience at The Panther Group.
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