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Administrative Coordinator, Occupational Health

Princeton University
Princeton, New Jersey

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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.

Administrative 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 programsManages 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 reporting.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 Management System.Manages UHS Health Status onboarding requirements for new staff hires, and casual hourly, temporary, and contracted employees.Manages the Occupational Health Services departmental Outlook mailbox.Manages administrative component of compliance for all Medical Surveillance programs (BBP, Hearing, Respirator, and Research).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 inventory management. 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 $14,000 respectively.Exerts discretionary judgment for purchases to ensure cost containment, value and availability of funds. Prepares monthly and annual budget for Occupational Health Services.Performs weekly, monthly, and annual reconciliation of the Occupational Health Services operational and income budgets.Performs monthly forecasting to ensure optimal use of financial resources.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 accurate.Works in conjunction with the UHS Finance Manager to provide quarterly and annual financial reports and analyses detailing departmental expenditures.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.

Leadership/Management (5%)

    Supervises in concert with the Director of Occupational Health Services, the Clinical Services Associate, and casual office support staff.Quality Improvement:
Participates in the collection of data to support Quality Improvement activities.Develops data spreadsheets and graphs as needed.Compiles and maintains departmental statisticsIdentifies and implements process improvements related to operational and clinical services.
    Participates in UHS committees as assigned
Health Promotion and Education (5%)

    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%)


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 practiceCustomer service training and aptitudeComputer literacy including Microsoft Word and ExcelExperience 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 settingFlexibility/ability to accommodate the scheduling needs of the service.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.



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