Office Coordinator

• Support routine daily activities and functions of the School Based Health Center
• Assist behavioral health clinicians and medical providers with coordinating students’ medical and mental health care
• Schedule medical, behavioral health, and psychopharmacology appointments
• Organize and maintain patient registration, parental consent, encounter, provider note, and other record-keeping systems
• Update insurance coverage, demographic information, and patient records at each encounter
• Complete behavioral health referrals and referral communications
• Maintain and organize the flow of students in and out of the SBHC
• Answer phones and support communication among the health center, school students, staff, nurses, parents, and SBHC personnel
• Monitor and facilitate patient flow and maintain order and discipline
• Order and stock office supplies
• Report pertinent patient observations to providers and escalate urgent assessment needs
• Follow up with students regarding missed appointments, lab tests, referrals, insurance information, reminders, and related needs
• Perform word processing, data entry, and prepare DPH, LCHC, and SBHC reports
• Interact with students to build confidence and trust in available services
• Transport lab samples and interoffice/outside mail between SBHC and LCHC
• Update and prepare SBHC forms and notices
• Assist uninsured students with enrollment referrals
• Provide interpreter services when certified and requested
• Assist Office Coordinators at other sites and provide coverage as assigned, including remote coverage when necessary
• Register patients using EPIC or another electronic system
• Process confidential care applications according to LCHC policy
• Attend required trainings and monthly meetings

• Support routine daily activities and functions of the School Based Health Center
• Coordinate students’ medical and mental health care with Behavioral Health clinicians and Medical Providers
• Schedule student appointments for medical, behavioral health, and psychopharmacology providers
• Organize and maintain patient registration, parental consent, encounter, provider-note, and other record-keeping systems
• Update insurance coverage, demographic information, and patient records at each encounter
• Complete medical and behavioral health referrals and referral communications
• Maintain and organize student flow in and out of the SBHC
• Answer phones and perform word processing and data entry
• Assist with clinic services and communication among LCHC, Lynn Public Schools, students, staff, nurses, parents, and SBHC staff
• Monitor and facilitate patient flow for efficient medical and behavioral health services
• Maintain order and discipline in the SBHC
• Order and stock office supplies
• Report pertinent patient observations to providers and escalate urgent assessment needs
• Assist providers with follow-up on missed appointments, lab tests, referrals, insurance information, teacher notes, and appointment reminders
• Prepare reports and update SBHC forms and notices for DPH, LCHC, and SBHC
• Interact with students to build confidence and trust in SBHC and LCHC services
• Transport lab samples and interoffice/outside mail between SBHC and LCHC
• Assist uninsured students with enrollment referrals
• Provide interpreter services if certified by the Health Center
• Cover other SBHC sites when assigned, including remote coverage and cross-training
• Register patients using EPIC or another electronic system
• Process confidential care applications according to LCHC policy
• Attend required trainings and monthly meetings

• Answer phones and greet patients courteously and efficiently
• Communicate regarding appointments, instructions, and follow-ups via phone, email, or in person
• Handle patient concerns and escalate them when necessary
• Schedule new visits, follow-ups, post-ops, and ancillary tests
• Coordinate surgical dates in Epic and ensure pre-authorization, documentation, and pre-testing are complete
• Manage referrals and obtain insurance authorizations within required timeframes
• Collect payments and process transactions accurately
• Complete daily batch reconciliations and submit funds
• Prepare and maintain patient charts and scan documents into the EMR
• Manage physician calendars, arrange travel, and process travel expense reimbursements as needed
• Draft correspondence and prepare documents
• Maintain office supply inventory and order supplies as needed
• Coordinate with departments and facilitate communication among physicians, staff, and hospital departments
• Provide coverage for the Office Manager and Staff Secretary
• Operate EMR, scheduling, billing, Microsoft Office, phones, scanners, copiers, printers, and other front-desk technology
• Manage workload, resolve operational issues, and coordinate services across departments

Office Support Coordinator

• Provide grant administration and research support across Pharmacy, Occupational Therapy, and Physical Therapy programs
• Prepare grant and funding proposals, including budget development
• Collect subrecipient, external collaborator, and institutional documentation
• Assist with grant applications in the InfoEd electronic research administration system
• Coordinate Personnel Activity Reports and monitor grant expenditures
• Prepare journal entries, progress reports, closeout documents, and final grant financial reconciliations
• Track faculty research startup funds
• Maintain databases of research laboratory instruments, equipment, and maintenance agreements with lab managers
• Collect and report research activity data across SPAHP
• Maintain research outcomes databases covering grants, scholarly work, publications, and presentations
• Create Employee Action Forms and order equipment, services, and supplies
• Provide general administrative and student support for Graduate Programs in Pharmaceutical Sciences
• Support approximately 12 graduate students with committee meetings, thesis defenses, poster and presentation preparation, conference registration, and Graduate School liaison activities
• Support the Student Research Fellowship program, including communications, events, financial aid disbursements, and budget tracking
• Provide administrative support to the Associate Dean of Research, including scheduling, room reservations, travel, correspondence, file management, and other administrative tasks
• Support Office of Research budget management, P-card expenses, invoices, and expense reimbursements
• Compile grant information, school research posters, research interests, and representative scholarly works

Coordinator

• Collaborate on front-of-house reception with the Office Manager, creating a warm, polished experience for employees, candidates, customers, investors, and other visitors
• Plan ahead for high-priority and large-group needs, including onboarding, sales bootcamps, candidate interviews, customer visits, confidential meetings, marketing events, and board meetings
• Build enough context on teams and the business to make good judgment calls when space is constrained
• Maintain an exceptionally high bar for the physical office, addressing rooms that need resetting, missing furniture, broken equipment, and low supplies
• Proactively identify ways to make spaces more functional, organized, and enjoyable
• Build strong relationships across the office to understand and anticipate team needs
• Partner with the Office Manager on physical office operations, vendors, deliveries, supplies, and other workplace needs
• Support in-office events, including setup, logistics, and resetting spaces afterward
• Respond quickly to workplace needs and own issues through resolution
• Manage mail, packages, and shipping with accuracy

• Coordinate and schedule inpatient and outpatient surgical procedures
• Communicate with providers, patients, hospitals, and surgical facilities regarding dates, times, and required documentation
• Provide preoperative instructions, testing requirements, arrival information, and postoperative appointment details
• Verify completion of surgical orders, consent forms, medical clearances, laboratory testing, and other documentation
• Schedule postoperative appointments and maintain accurate surgical schedules
• Monitor pending surgeries and follow up on incomplete requirements
• Verify insurance coverage and benefits
• Submit and track prior-authorization requests and document authorization details in the electronic medical record
• Follow up with insurance companies to prevent delays or cancellations
• Communicate authorization denials or barriers to providers and leadership
• Assist with appeals, peer-to-peer requests, and additional clinical documentation
• Inform patients of authorization status and potential financial responsibilities
• Review and maintain assigned electronic health record work queues daily
• Address scheduling requests, referrals, authorization needs, registration errors, claim-related edits, and other work queue items
• Route items requiring clinical review or leadership assistance
• Monitor outstanding items through resolution
• Provide front-desk coverage at multiple practice locations
• Greet and check patients in and out
• Verify and update patient demographics, insurance information, consent forms, and required documents
• Collect copayments and outstanding balances
• Schedule and confirm patient appointments
• Answer and route telephone calls, messages, and patient questions
• Scan and index documents into the electronic medical record
• Assist with referral coordination and medical-record requests
• Travel between assigned practice locations as required
• Collaborate with physicians, advanced practice providers, nursing staff, medical assistants, registration staff, hospital departments, and insurance representatives
• Participate in staff meetings, training, and process-improvement activities
• Perform other duties as assigned

Office Scheduler, Coordinator – PRN

• Perform complex, specialized office support duties for Ramsey Lake, Coffeen Lake, Beall Woods, and other assigned sites
• Act as a liaison and maintain records and files for all sites and satellites
• Explain procedures, rules, regulations, and services to contractors, vendors, other parks, and the public
• Maintain holiday and work schedules
• Make independent decisions regarding release of confidential information
• Prepare documents and reports for hunting, fishing, and recreational programs, including blind cards and permits
• Provide guidance to staff on software applications and computer system operations
• Maintain filing systems for correspondence, forms, legal documents, maps, financial records, and property control
• Assist with operational budgets, equipment requests, and inventory records
• Serve as timekeeper for assigned sites and staff
• Prepare complex correspondence and memoranda from written and dictated instructions
• Develop databases, spreadsheets, forms, and applications for routine reports
• Perform other related duties as assigned

• Maintain organized files, electronic records, and databases
• Provide general administrative support to the San Diego office and other C&S teammates
• Coordinate staff travel and C&S events
• Assist senior staff with preparing and submitting expense reports
• Greet visitors and coordinate lunches as needed
• Support office onboarding for new hires
• Print Safety STAC cards and coordinate project signage
• Keep breakroom areas clean and stocked with coffee and supplies
• Order office supplies and maintain inventory
• Maintain fleet vehicle and construction, marketing, and engineering equipment inventories
• Coordinate mail, project deliveries, shipping/receiving, parking, and building management communications
• Report incidents, accidents, near misses, hazards, and unsafe conditions to a supervisor or the Health and Safety Department
• Export and file executed change orders
• Administer Procore, including project contacts and data entry
• Conduct subcontractor outreach for documents and qualifications
• Print plans using plotter systems
• Collect and verify COI and OCIP documentation

• Provide day-to-day administrative and operational support to employees and management in a remote environment
• Coordinate calendars, meetings, conference calls, and virtual appointments
• Schedule and organize meetings using Microsoft Teams, Zoom, or similar platforms
• Maintain accurate electronic files, records, and shared folders
• Perform data entry and update internal systems, spreadsheets, and databases
• Assist with new-hire onboarding, including equipment, system access, documentation, and virtual orientation schedules
• Serve as a point of contact for employees regarding general administrative questions and requests
• Coordinate with vendors and internal departments to resolve administrative or operational needs
• Assist with virtual employee meetings, events, trainings, and team activities
• Support managers with meeting preparation, follow-ups, and general administrative tasks
• Track deadlines and follow up with team members on documentation and assignments
• Identify opportunities to improve administrative processes and remote workflows
• Assist with special projects and additional responsibilities as assigned

• Provide light general maintenance support
• Coordinate maintenance-related vendors
• Manage vehicle registration
• Administer uniforms
• Manage supplies, maintenance, and cleaning crew for all restrooms
• Provide administrative support for maintenance operations
• Maintain the SharePoint-based maintenance request tracking system
• Ensure compliance with WOM management processes and procedures
• Maintain vendor files and systems
• Support compliance with ISO 9001, ISO 14001, and ISO 45001
• Comply with environmental, health, and safety rules
• Perform other assigned duties

Office Coordinator jobs in United States