Operations Coordinator

IMPORTANT APPLICATION INSTRUCTIONS :

• Upload Resume or Curriculum Vitae for automatic population of information to the application.
• The contact information work experience and education listed on your Resume / CV will be parsed and input into your Montclair application.
• Review information and double-check all fields containing information that the system parsed the software is intelligent but you need to verify that the data is accurate.
• In the My Experience section you will find a Resume / CV upload option where you can submit your cover letter and all other supporting documents.

Note : If you have an expansive CV we recommend that you apply manually and only include the positions you have held in the last ten (10) years . You will then be able to attach your Resume / CV as well as all other supporting documentation in the My Experience section of your application.

Job Description

SUMMARY :

Reporting to the Senior Operations Manager the Operations Coordinator supports the daily operations of the center by overseeing front-desk activities and serving as a key point of contact for clients participants students faculty staff and visitors. Responsibilities include monitoring and guiding student employees ensuring compliance with established policies and procedures maintaining records and assisting with the smooth coordination of center resources and activities.

PRINCIPAL DUTIES AND RESPONSIBILITIES :

Support the daily operations of the front desk assisting with check-in and check-out processes electronic health records payment collection and documentation handling.

Maintain professional communication with clients clinicians participants faculty staff students and community members. Respond to inquiries provide information and ensure adherence to established policies and confidentiality standards.

Answer phones voicemails and emails promptly forwarding messages to appropriate personnel to support timely communication and workflow.

Assist with maintaining accurate patient information in the electronic health records system.

Notify clinicians and researchers of patient arrivals to support timely sessions.

Process payments track balances and provide receipts and insurance documentation following established procedures.

Maintain and organize required forms and paperwork to ensure compliance and accuracy.

Monitor the flow of traffic between waiting areas and consultation rooms ensuring an orderly environment.

Assist with the universitys scheduling systems for meetings conferences and events held at the center.

Provide logistical support for academic course scheduling in coordination with academic departments and the registrar.

Partner with the Senior Operations Manager to coordinate use of shared spaces for clinical and research activities.

Maintain records related to access and security systems (e.g. swipe card and key watcher protocols) under established guidelines.

Track and replenish front desk supplies; assist with monitoring equipment and materials to support daily operations.

Notify University facilities staff of needed repairs or maintenance to ensure a safe and welcoming environment.

Assist with supervising training and onboarding student employees including providing guidance on established procedures and maintaining checklists and job aids.

Attend department meetings assist with note-taking and help ensure effective communication and documentation.

Perform other duties as assigned.

Management retains the right to add or change job duties at any time.

QUALIFICATIONS :

Bachelors degree from an accredited college or university.

Minimum of one year of professional experience in an institution of higher education or in an administrative support role.

Strong interpersonal written and oral communication skills.

Experience using electronic databases and technology-dependent office operations including Microsoft Office Suite and Google programs.

Excellent attention to detail and organizational skills.

Ability to perform a variety of tasks with limited supervision and follow established procedures.

Commitment to working effectively with diverse populations.

Professional demeanor maintaining confidentiality in accordance with organizational policies procedures and applicable laws and regulations.

Availability to work weekday afternoons and evenings.

PREFERRED :

Experience in a front-desk operational or student-staff support role.

Experience in a healthcare or mental health services environment.

Familiarity with HIPAA and FERPA regulations.

PROCEDURE FOR CANDIDACY

Applicants should include a resume and cover letter describing how their background skills and education match the needs of the University. When applying please take a moment to carefully read and follow the steps in the application instructions.

Salary Range

$56253.35-$63946.40 Annually

The position may also be eligible for comprehensive benefits including health insurance retirement plans and tuition assistance. For further details please visit :

Montclair State University considers factors such as but not limited to scope and responsibilities of the position candidates relevant work experience education skills and internal equity when extending an offer.

Salary offers for internal employees who are part of a collective bargaining unit (CBU) and are applying to a position that is withina CBU will be determined in accordance with contractual provisions.

Department

Center for Clinical Services

Position Type

Support

Contact Information :

For questions or concerns please contact Human Resources Workday Recruiting Support at (Option 2) or email talent @.

Inclusion Statement

Montclair State University values access and educational excellence. We are committed to an environment of diverse perspectives which ensures that graduates will be civically engaged committed to democracy and prepared to thrive as global citizens. We foster a community that promotes varied experiences and voices. We seek applicants who will contribute diverse ideas and perspectives and who value an environment that promotes educational growth and advancement for all.

EEO / AA Statement

Montclair State University is an Equal Opportunity / Affirmative Action institution with a strong commitment to diversity.

Additional information can be found on the website at

IX and 34 C.F.R. 106 Policy

Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender and does not discriminate on the basis of sex or gender in the operation of education programs and activities. The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details please visit : Experience :

IC

Key Skills

Six Sigma,Lean,Management Experience,Process Improvement,Microsoft Outlook,Analysis Skills,Warehouse Management System,Operations Management,Kaizen,Leadership Experience,Supervising Experience,Retail Management

Employment Type : Full-Time

Experience : years

Vacancy : 1

Yearly Salary Salary : 56253 - 63946