Administrative Coordinator,Health Promotion & Prevention Services
Requisition # 2017-7762
Department Health Services
Category Administrative Support
Date Posted 7/11/2017
Full-Time / Part-Time Part-Time
Application Deadline ..
The Health Promotion and Prevention Services Coordinator works collaboratively with the Health Promotion and Prevention Services (HPPS) team under the direction of the Director of HPPS to ensure provision of the highest quality harm prevention and health promotion programs and services. HPPS aims to develop a health-supporting environment at Princeton that enriches the capacity of individuals, groups, and the community at large to control and improve decisions and actions affecting their health and wellbeing.
The Coordinator will provide the following administrative and operational functions for HPPS:
- Office management for HPPS
- Budget management for HPPS
- Administrative Coordination - BASICS program
- Project management
In all of these roles, the Coordinator ensures smooth operation of HPPS including the highest quality customer service to students in highly sensitive and confidential situations.
This position is 50% duty time position with a 10 month work schedule.
Budget Management for HPPS (30%)
- Manages and administers three separate HPPS budgets: HPPS General, Healthier Princeton Advisory Board, and Peer Health Advisers.
- Provides all accounting functions for these budgets including forecasting, tracking of spending, reporting, and year-end close. These budgets are maintained in the Princeton Prime financial system as well as in a departmental Excel spreadsheet.
- Ensures effective financial processes are in place in HPPS that are compliant with UHS and University policies, procedures and regulations.
- Serves as liaison between HPPS and the UHS financial staff as well as the Office of Finance and Treasury.
- For successful budget management for HPPS, the Coordinator interacts with UHS administration, undergraduate and graduate students, the Office of Finance and Treasury, and external and internal vendors.
- Attends relevant UHS and University trainings to stay current with changes pertaining to financial management.
Project Management of HPPS-Sponsored Events (25%)
- Events include one University-wide event occurring each semester, the Heathier Princeton Advisory Board meeting; as well as any other HPPS-sponsored events such as Peer Health Adviser Trainings, and mood screenings for students.
- Assigns tasks and timelines for each project.
- Tracks progress of tasks and task completion for each project.
- Provides administrative oversight and functions for projects and events such as coordination and implementation of materials for all involved, travel arrangements for out-of-town guests for events, and all logistical needs.
- For successful project management for HPPS, the Coordinator interacts with all services in UHS, undergraduate and graduate students, Vice Presidents, Faculty, Staff, Facilities, and Media Services, as well as with health professionals at peer institutions and off-campus vendors.
Administrative Coordination of BASICS (Brief Alcohol Screening and Intervention for College Students) (25%)
- Policy development and dissemination regarding the BASICS administrative process.
- Receives referrals from medical services and Office of the Dean of Undergraduate Students (ODUS).
- Provides excellent customer service at time of appointment providing a welcoming and non-judgmental atmosphere that sets the tone for the BASICS appointment. These interactions with students can assist with lowering students' resistance thereby increasing the likelihood of a successful outcome from the BASICS appointment.
- Maintains database of all BASICS participants including data entry, tracking and reporting.
- Schedules appointments (coordination of students' and multiple providers' schedules).
- Monitors and responds to emails to the BASICS email account daily.
- Coordinates providers' schedules in the Electronic Medical Records appointments module.
- Enters referred students into the BluSky BASICS Survey software and ensures students complete the online survey ahead of appointment, rescheduling the appointment if needed.
- Documents all necessary information for each student referred to BASICS in the electronic medical record (Medicat) and PeopleSoft.
- Throughout BASICS process, maintains patient confidentiality regarding highly sensitive health issues.
- Successful administration of BASICS requires campus-wide interactions with undergraduate and graduate students, Deans and Directors of Student Life in ODUS and the Office of the Dean of the Graduate School, Medical Services, and Counseling and Psychological Services.
Office Management for HPPS (20%)
- Ensures smooth operations of all HPPS administrative functions and programmatic logistics.
- Develops and disseminates policies for HPPS administrative functions and processes including maintaining these policies in digital format.
- Develops process improvement plans for HPPS administrative processes including developing and implementing the improvements as well as writing reports regarding the outcomes of the improvements.
- Purchases necessary materials including sourcing of items, onboarding of vendors into the Finance and Treasury system, receiving invoices and ensuring payment.
- Ensure all HPPS departmental purchases are in Concur (University Travel and Expense system) accurately coded with necessary receipt images and descriptive information and compliant with University policies and procedures.
- Hires and manages students or casual hourly workers as needed for completion of projects.
- Provides administrative support to a team of four professionals including the Director of HPPS as well as to a student group managed by HPPS, the Peer Health Advisers.
- Provides database management for HPPS including creation and maintenance of databases, data entry, and reporting.
- Maintains HPPS information and documents in UHS' SharePoint system.
- Ensures HPPS compliance with University and UHS policies, procedures and regulations.
- For successful office management for HPPS, the Coordinator interacts with all services in UHS, undergraduate and graduate students, Vice Presidents, Faculty, Staff, Facilities, Office of Information Technology, as well as with health professionals at peer institutions and off-campus vendors.
- Bachelor's degree is required.
- 4-6 years of relevant experience in a health-care setting.
- Excellent computer skills: Must be proficient in Microsoft Word, PowerPoint, Excel, and SharePoint, with a willingness to learn new programs including the BASICS survey system by BluSky, the policy management system, PolicyTech, and survey administration software such as Qualtrics.
- Ability to maintain confidentiality.
- Skill in working with diverse populations.
- Ability to work comfortably regarding topics such as alcohol and drug use, sexual health, and mental health.
- Experience with electronic medical records such as Medicat, preferred.
- Knowledge of and experience with University accounting and financial regulations, policies and procedures.
- Experience using the Princeton Prime Financial system for purchasing and financial management.
- Experience using the PeopleSoft system.
- Familiarity with total work systems (such as the Institute for Healthcare Improvement, Accreditation Association for Ambulatory Health Care, and Baldrige National Quality Program); and reviewing and analyzing data.
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
Standard Weekly Hours
Work Schedule, If Other Than Standard Hours
This is a 50% duty time position with a 10 month work schedule
Eligible for Overtime
Essential Services Personnel (see policy for detail)
Physical Capacity Exam Required
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