Administrative Supervisor

Administrative Supervisor

9291BR

Student Affairs

Student Health Center

Job Summary

Reporting to the Associate Director for Clinical Services, the Administrative Supervisor is the operational anchor for the Student Health Center providing acute and primary care services to over 15,000 students on the RIT Henrietta campus. This is a full time, 12 month position. The role includes supervision of several clerical staff with intimate knowledge of their responsibilities including population health activities, individual medical services coordination and mental health counseling support. Population Health responsibilities include verifying immunization & tuberculosis data, generating reports for compliance and supporting data needs of Senior Leadership (Medical Director, Associate Clinical Director and Population Health Leader). Individual health services includes oversight of patient communication access (e.g. patient chat, email and phone), management of clinical schedules and coordination of follow up services for both Integrated Health Services: health, counseling and case management.

Job Responsibilities

Integrated Health Services (Counseling, Case Management, Student Health departments) Administrative Leader for Service Delivery and Intra-department Policy.

• Public facing resource person regarding eligibility for services, intake procedures, cancellation policies and confidentiality laws.
• Investigate complaints received from staff, students or parents and work on finding a mutually agreeable solution. Recognize when the situation needs to be elevated to a higher level or needs a medical provider to intercede. Record a summary of the conversation in appropriate location.
• Works with leadership teams in each department to ensure adequate administrative support for functioning.
• Oversees Quality Assurance processes for administrative staff
  • Scanned/ indexed images
  • Formatting of EMR records
  • Peer review process e.g. messages, accuracy of records
• Annual review of Policies and Procedures with recommendations for ones needing revision.
• Maintain new staff training manual
• Test/pilot activities in system updates e.g. EMR, SIS

• Manages Wellness Staff Assistants (WSAs) providing support to multiple departments (Counseling & Psychological Services, Case Management & Student Health Center) for acute and primary care services
  • Support patient access through website, patient portal/Chat, multi-line phone system, email and walk-in services
  • Daily reconciliation of collected charges
  • Schedule and reschedule appointments
  • Ensure up to date demographic and insurance information in EMR
  • Provide appropriate check-out services including collection of payment, assistance with referrals and scheduling of follow up visits.
  • Process release of information requests
• Assigns and monitors work load and schedules.
• Provides appropriate training for new staff
• Monitors and approves Kronos timesheets
• Completes performance appraisals and makes recommendations to the Medical Director with regard to allocation of merit raises.
• Identify and respond to support staff issues and work with staff if performance improvement is necessary.
• Responsible for on/off-boarding, ongoing training and management of professional development for WSAs
• Manages time off requests for Wellness Staff Assistants
  • Steps into the WSA role as needed.

• Verification of immunizations forms
• In conjunction with the Population Health Leader complete quality assurance process outreach to students & campus partners regarding deadlines and compliance
• Monitors and communicates regarding on-going “in-process” students to ensure follow through of immunization/TB requirements
• Responds to immunization related questions asked by students/parents.
• Obtain access to New York State Immunization registry (NYSIIS) and upload records as needed

• Supports general office management Department Brand Ambassador/Marketing Liaison for the Student Health Center e.g. department business cards, information cards, printed health information
• Monitor & update website and Carousel.
• Revise office forms as necessary and maintain in sufficient supply.
• Create and maintain infrastructure to support the multi-disciplinary non-clinical work of the department. Examples include:
  • Share drive folder maintenance
  • Staff meeting schedule including interpreters
  • Scheduling interview
  • Tracking time off for clerical/clinical staff as needed
• Communication with campus partners regarding office closures
  • Back up for Building Marshall to ensure physical plant safety, phone management and building access

Required Qualifications

• 3-5 years professional administrative experience
• 1 year in medical care setting
• 1 year supervisory experience

Preferred Qualifications

• Competence using word processing, spreadsheet, email, and electronic calendaring software.
• Computer competence using software and enterprise systems appropriate for the complexities of the role and its functions.
• Effective interpersonal, written, and electronic communications skills, including the ability to convey complex information in accessible terms to diverse or multicultural audiences.
• Ability to manage and maintain confidential and private information; uses confidential, sensitive and/or private records and information, protects information appropriately
• Ability to establish, build and maintain effective working relationships based on respect, empathy and honesty with diverse groups and individuals
• High level of organizational skills; attention to detail
• Knowledge of Deaf culture, American Sign Language (ASL), or willingness to learn
• Experience with NYS Immunization law
• Experience with Microsoft Office Suite, Kronos, Oracle, Pyramed
• Experience with event planning

Required Minimum Education Level

Bachelors or Equivalent Experience

Work Location

Henrietta Campus — 100%

Shift

Day

Wage Band

116A

FLSA Category

Exempt

Employment Category

Fulltime

Required Application Documents

Cover Letter, Curriculum Vitae or Resume

What do we believe at RIT?

Rochester Institute of Technology is a diverse and collaborative community of engaged, socially conscious, and intellectually curious minds. Through creativity and innovation, and an intentional blending of technology, the arts and design, we provide exceptional individuals with a wide range of academic opportunities, including a leading research program and an internationally recognized education for deaf and hard-of-hearing students. We are dedicated to building a diverse community, one where employees feel a sense of belonging, and are valued for their contributions and the perspectives they bring.

As a member of the RIT community, you'll receive a comprehensive employee benefits package that offers multiple options and access to additional employment advantages. You can tailor your benefit elections to meet your needs (affordable medical/dental/vision benefits; paid vacation/sick time/retirement saving plan with exceptional employer match; and tuition assistance for you and your family, to name a few).

Department/College Description

The Wellness area within the Division of Student Affairs shares a passion for enriching the quality of life for all students. Every area within Wellness aims to enhance student success and collegiate life by providing innovative, inclusive and responsible programs, services, and education.

RIT Student Health Center (SHC) is a fully accredited (AAAHC) ambulatory care facility. The Student Health Center is committed to fulfilling its mission in a respectful, trusting and caring manner while maintaining sensitivity to the backgrounds, experiences and health practices which exist among the student population served.

How To Apply

In order to be considered for this position, you must apply for it at: http://careers.rit.edu/staff. Click the link for search openings and in the keyword search field, enter the title of the position or the BR number.

Additional Details

The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT does not discriminate. RIT promotes and values diversity, pluralism and inclusion in the work place. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, and you wish to discuss potential accommodations related to your application for employment at RIT, please contact the Human Resources office at 585-475-2424 or email your request to Careers@rit.edu. COVID 19: Please familiarize yourself with the requirements of the RIT Safety Plan. Information on the responsibility for each employee can be found on the RIT Ready website. As per the RIT Employee COVID-19 Vaccination Policy, all university employees must be fully vaccinated for COVID-19 which may include receiving a booster dose prior to their start date, or have an approved medical/disability or religious accommodation (see above).

Hourly/Salary Minimum

38000

Hourly/Salary Maximum

63700