Administrative Coordinator, Occupational Health
Company: Princeton University
Posted on: November 19, 2021
Overview The Coordinator of Occupational Health Services is
responsible for managing the daily front desk operation of the
Occupational Health Services office. The Coordinator manages the
department budgets and performs all accounting functions related to
the Occupational Health Services budget. This includes performing
monthly forecasting, tracking expenses, interdepartmental
invoicing, vendor invoice processing, and producing periodic
financial reports for the department. This position is responsible
for patient reception, appointment scheduling, and inventory. The
Coordinator is also responsible for effectively managing employee
electronic medical records using the Occupational Health Management
System. The Coordinator collaborates daily with department managers
throughout the University including Human Resources (HR), Risk
Management (RM), Environmental Health and Safety (EHS), as well as
clients of the service, regarding Short Term Disability (STD),
FMLA, Accommodations, and Workers' Compensation (WC) issues. The
Coordinator has a working knowledge of the Clinical Services
Associate administrative role and exemplifies all the values
inherent in delivering high quality customer service to internal
and external customers in keeping with the established mission and
values of UHS, acting as a role model in the department. The
Coordinator manages daily instrument cleaning and refrigerator
monitoring for the Clinical Services Associate when necessary.
ResponsibilitiesAdministrative Management (55%)
- Coordinates non clinical case management tasks for Workers'
Compensation and Short Term Disability cases with the departments
of Risk Management, Human Resources, Environmental Health and
Safety, and outside providers. Serves as the point person for
Workers Compensation and Short Term Disability claims, and
schedules meetings with campus partners regarding the coordination
of these programs
- Manages the medical records for Occupational Health Services
utilizing the Occupational Health Management System (OHMS). This
web-based computer system provides front-end case-management tools
to coordinate services for injured employees.
- Provides oversight of the electronic medical record system as
well as a hybrid chart to ensure that the system is organized,
complete and meets the needs of the service. Is responsible for
managing updates and for keeping the records up-to-date. Originates
and tracks bills for departments for employees who receive
services. Utilizes the systems tools for analysis and
- Inputs and maintains the department's master schedule in the
Occupational Health Management System.
- Manages Outlook calendars for department Director and Medical
Doctor, to include meetings and absence management, and
reconciliation of Outlook calendar with the Occupational Health
Management master schedule.
- Prepares meeting minutes and presentation materials for
departmental and campus partner meetings and presentations. This
includes extracting and analyzing data from Occupational Health
- Manages UHS Health Status onboarding requirements for new staff
hires, and casual hourly, temporary, and contracted employees.
- Manages the Occupational Health Services departmental Outlook
- Manages administrative component of compliance for all Medical
Surveillance programs (BBP, Hearing, Respirator, and
- Participates in discussions regarding compensability, referrals
and treatment updates for Occupational Health Services.
- Communicates with department managers and clients regarding
their individual concerns/questions re: WC and STD, FMLA,
Accommodations, and medical surveillance clearances while
maintaining confidentiality, recognizing the sensitive nature of
the material discussed.
- Manages and operates the front desk operations for Occupational
Health Services on a daily basis. Provides operational oversight to
ensure sensitive and efficient patient reception, appointment
scheduling, time management, time collection responsibilities and
- Manages and maintains contracts with existing vendors, and
participates in a collaborative process to identify and negotiate
contracts with new outside vendors.
- Collects data on a monthly basis, performs data analysis, looks
for trends, and creates metrics to prepare reports that will assist
with overall strategic planning.
- Participates in hiring, training, assigning work, reviewing
performance, recommending pay increases as well as participating in
promotions and terminations for the Clinical Services Associate (as
it refers to the administrative and customer service aspects of the
job), and casual office support staff.
- Provides office management of the examinations included in the
medical surveillance programs, maintaining accurate data,
scheduling appointments and assuring that the University is in
compliance with OSHA (Occupational Safety and Health
Administration) and state guidelines. Financial Management (30%)
- Manages all departmental expenditures, collects data and
prepares corresponding financial reports, for 3 funds with
aggregate annual spending and income of approximately $61,000 and
- Exerts discretionary judgment for purchases to ensure cost
containment, value and availability of funds.
- Prepares monthly and annual budget for Occupational Health
- Performs weekly, monthly, and annual reconciliation of the
Occupational Health Services operational and income budgets.
- Performs monthly forecasting to ensure optimal use of financial
- Provides all accounting functions for the funds using Princeton
Prime financial management system ensuring all supporting
documentation is present and all general ledger related coding is
- Works in conjunction with the UHS Finance Manager to provide
quarterly and annual financial reports and analyses detailing
- Orders supplies via PeopleSoft, Princeton Marketplace, and uses
departmental credit card within budgetary limits and in accordance
with University policy.
- Manages departmental Travel using Concur, the University's
travel electronic system.
- Maintains financial records for annual continuing education
allocations for Occupational Health Services staff.
- Approves departmental credit card charges for continuing
education and travel of Occupational Health Services.
- Ensures effective financial processes are in place in
Occupational Health Services that are compliant with UHS and
University policies, procedures and regulations.
- Reviews and approves bi-weekly time card submissions of casual
employees utilizing the Time Collection system when needed.
- Supervises in concert with the Director of Occupational Health
Services, the Clinical Services Associate, and casual office
- Quality Improvement:
- Participates in the collection of data to support Quality
- Develops data spreadsheets and graphs as needed.
- Compiles and maintains departmental statistics
- Identifies and implements process improvements related to
operational and clinical services.
- Participates in UHS committees as assigned Health Promotion and
- Assists and collaborates in the management of health and
wellness programs/activities for staff and faculty including
screenings, other offerings as well as coordinating 2-3 blood
drives annually Performs all administrative responsibilities of the
Clinical Services Associate for Employee Health as outlined in the
job description for that position when that person is absent (5%)
Job Requirements:Qualifications Princeton University is an Equal
Opportunity/Affirmative Action Employer and all qualified
applicants will receive consideration for employment without regard
to age, race, color, religion, sex, sexual orientation, gender
identity or expression, national origin, disability status,
protected veteran status, or any other characteristic protected by
law. EEO IS THE LAW
- Bachelor's degree or equivalent work experience.
- 3 to 5 years of experience in a busy medical practice
- Customer service training and aptitude
- Computer literacy including Microsoft Word and Excel
- Experience using PeopleSoft, Occupational Health Management
System, or ability to learn those systems.
- Knowledge of financial analysis, budget forecasting and
reporting, accounting procedures and budget reconciliation.
- Be comfortable in handling multiple tasks in a busy
- Flexibility/ability to accommodate the scheduling needs of the
- Be knowledgeable in principles and methodologies (e.g.,
Plan-Do-Study-Act, Root Cause Analysis, measurement, data
collection, and analysis) needed to support and lead Quality
Improvement projects and activities and/or willing to attend
UHS-based Quality Improvement basic training within first 6-months
of hire. PI150763480
Keywords: Princeton University, Trenton , Administrative Coordinator, Occupational Health, Healthcare , Princeton, New Jersey
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