Job no:
R-0000002481

Position Title:

Medical Office Assistant Coordinator - Counseling Service

Faculty or Staff:
Staff

Full Time or Part Time:
Part time

In-Person, Hybrid, or Remote:
In-Person

Minimum Starting Rate of Pay:
$25.95
Rate of pay commensurate with experience

Start Date:
08/06/2025

Job Description:

Division: Student Life

Department: Counseling Service

Hours: 25 hours/week, 40-week appointment

Schedule: Monday - Friday, hours dictated by departmental need

As a vital part of the Division of Student Life, the Counseling Service is dedicated to fostering the psychological stability, growth, and overall well-being of our students. We employ data-informed, evidence-based, and culturally affirming/responsive approaches to empower students, helping them achieve their full academic potential and purposeful engagement in the world.

The Medical Office Assistant Coordinator plays a crucial role in providing comprehensive administrative support to the Counseling Service. This position serves as a primary point of contact for students and other stakeholders, managing incoming crisis situations with a strong sense of urgency and assessing immediate needs. The Coordinator is responsible for expertly navigating a complex electronic medical record and scheduling system, identifying and addressing any inconsistencies or unmet needs. Additionally, this role provides essential support to the Senior Administrative Assistant, stepping in as needed or in their absence.

Essential Job Duties and Responsibilities:

• Serve as the first point of contact for clients, managing in-person and telephone interactions with students, parents, faculty, staff, and off-campus providers with professionalism and empathy.
• Efficiently schedule student appointments and meticulously maintain the clinic's schedule, ensuring seamless operations.
• Handle and facilitate requests for emergency services and support, demonstrating excellent judgment and a calm demeanor in high-pressure situations.
• Maintain the highest level of confidentiality for all client records and communications, adhering strictly to privacy regulations.
• Process and document medical leaves, extensions, withdrawals, insurance referrals, and record release requests. Assist with all departmental record-keeping needs, especially in the Senior Administrative Assistant's absence.
• Assist with the management and technical troubleshooting of the electronic medical record software (Titanium), including creating/deactivating user accounts, resolving connectivity issues, and coordinating with outside support when necessary.
• Provide administrative support to clinicians for special projects and events.
• Assist clinicians and the Director of the Counseling Service in compiling essential data reports.
• Assist the Director and Associate Director with candidate search processes and the onboarding of new employees. Take on other projects as needed.
• Attend necessary trainings to stay current with best practices and system updates.
• Proactively carry out duties as needed and provide comprehensive coverage during the Senior Administrative Assistant's absence.

Required Qualifications:

• Demonstrated proficiency with computer systems and software.
• Proven ability to maintain strict confidentiality of sensitive information.
• Excellent interpersonal skills and clear, effective communication abilities, both verbal and written.

Preferred Qualifications:

• A strong penchant for being a collaborative and supportive team member.
• A preference for a fast-paced, dynamic environment where no two days are the same.
• An ability to approach challenges with a positive attitude and a good sense of humor.
• Proficiency with Google Docs, Google Sheets, and other Google Suite applications.
• Prior experience with budget management.
• Previous administrative experience in a healthcare or counseling setting.

Hiring Range: $25.95 - $28.54

What We Offer:

• 403(b) Retirement Plan (College contributes 10.5% of salary)
• Comprehensive medical, dental and vision insurance
• Flexible Spending Account (FSA)
• Disability and Leave Benefits
• Life Insurance (College paid coverage 1x salary)
• Employee Assistance Program
• Tuition Benefits (to Mount Holyoke College or others)
• Generous Paid Time Off
• Access to Kendall Sports & Dance Complex

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants:

Apply online; application materials must include:

• A cover letter summarizing interests and qualifications
• A complete resume or curriculum vitae
• For faculty positions, statements on mentoring, teaching, and research will also be required.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment.