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About the Role

This role serves as the first point of contact for students, providing assistance with daily operations and responding to inquiries about appointments, services, and programs. The incumbent will ensure prompt and professional responses to sensitive situations, troubleshoot issues, and manage urgent student needs. This position is crucial for the effective functioning of Student Health, Wellness & Prevention Services, requiring collaboration with team members and a commitment to fostering a supportive atmosphere.

Responsibilities

Assist with day-to-day operations and ensure prompt, professional responses to inquiries.
Troubleshoot and appropriately manage first-level problems.
Respond to urgent student needs in a respectful manner.
Determine the nature of student circumstances and make appropriate referrals.
Collaborate with team members within Student Health, Wellness & Prevention Services.
Exhibit exceptional customer service skills.
Manage multiple priorities and tasks effectively.
Work in compliance with federal and state laws, confidentiality regulations, and accreditation standards.
Maintain confidentiality of medical and behavioral health records according to FERPA and HIPAA standards.
Perform administrative duties including supporting students, faculty, and staff.
Schedule and confirm appointments.
Manage data input of student immunization records.
Maintain confidential files and spreadsheets.
Screen phone calls and emails, exercising confidentiality and sound judgment.
Provide administrative support.
Obtain and analyze health information such as immunizations, insurance records, and provider requests.
Maintain/prepare patient charts, provider schedules, and confirm appointments using databases.
Monitor and track databases to ensure accuracy of confidential records.
Provide administrative oversight including record keeping, file management, office appearance, security, property control, and inventory.
Manage departmental directories and department listservs, ensuring timely updates.
Utilize best practices in customer service and work to reduce health disparities and stigma.
Participate in service recovery.
Participate in professional development opportunities.
Contribute to the Division of Student Affairs and Stony Brook University by supporting events and programs.
Perform other duties or projects as assigned.

Requirements

Bachelor’s degree (foreign equivalent or higher).
One (1) year of full-time administrative experience (student experience may be considered).
Experience working with a diverse student body.
Must possess, maintain, and keep a valid NYS Driver’s License.
Must have a motor vehicle record free from major violations or a pattern of repeat violations.
Out-of-State Applicants must provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer.
Out-of-State Applicants must obtain a NYS driver's license within 30 days of the start date.

Skills

Customer service experience
Experience with medical and/or student records
Experience with updating social media information
Proficiency in spoken and/or written languages other than English
Exceptional customer service skills
Demonstrated experience managing multiple priorities and tasks
Experience working with a diverse population of staff and community organizations
Exceptional communication, listening, and interpersonal skills
Ability to maintain confidentiality of medical & behavioral health records
Sound judgment

Location

Stony Brook University

Work Type

Part-time
Evening and weekend work may be required

Experience Level

One (1) year of full time administrative experience

Education Level

Bachelor’s degree

Benefits

Total rewards

About the Company

We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development.
We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice.
We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage.
We value our internal and external partnerships as vital drivers of the ambitious goals we pursue.
Named one of the “Most Promising Places to Work in Student Affairs” by Diverse Magazine.
Serving a highly diverse student body.
Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.

Equal Opportunity

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.