Office Coordinator

Position Title: Office Coordinator

Department: Health Services

Advertised Pay: Base $18.36/hour with potential for a higher entry rate commensurate with experience

Campus Location: Washburn University

Application Deadline:  Application review will begin as applications are received and will continue until the position is filled. Applicants can be assured of full consideration if submitted by May 7, 2026.

Position Summary: The Office Coordinator handles the daily administrative, fiscal, and clinical operations for Health Services across multiple sites and ensures compliance with university and healthcare regulations (HIPAA/FERPA). The Office Coordinator provides high-level administrative support to clinic providers.

About Washburn University: Washburn University is a teaching-focused, student-centered, public institution located in the metropolitan setting of Topeka that has earned national recognition for its high-impact programs for first-generation students. Washburn has a student body of just over 7,000 students, a significant and growing number of whom are first-generation and Pell-Grant eligible. The University has created educational pathways for all students to be successful and achieve their educational goals.

Washburn is dedicated to recruiting and retaining a dynamic faculty, staff, and student body and cultivating a robust learning and working environment and curriculum. We employ more than one thousand faculty and staff on our campuses throughout Topeka and strive to offer competitive wages, an excellent benefits program, and a supportive culture and a healthy work/life balance. Washburn seeks to create an environment that reflects our core values for creating positive IMPACT: inclusion, modernization, partnership, achievement, community and transformation. In 2024, Washburn was recognized as one of the best colleges in the nation to work for, according to Great Colleges to Work For® program.

Essential Functions:
Clinical Operations and Patient Management
• Facilitate complex calendar management for all clinic providers (eight) and nursing staff (one). Coordinate patient scheduling and registration across two clinic sites to ensure optimal patient flow.
• Serve as the primary point of contact for patients; perform intake assessments, verify eligibility via appropriate software program, and manage student medical holds.
• Maintain absolute confidentiality of patient records in current software programs. Ensure strict adherence to HIPAA, FERPA, and KDHE Tuberculosis requirements.
• Review TB surveys, record results, and coordinate specialist referrals in collaboration with the clinical team and the Shawnee County Health Department.

Fiscal and Administrative Oversight
• Oversee unit budgets to ensure proper allocation, compliance, and accurate reporting.
• Manage procurement card allocations and travel expense reports via Concur. Process vendor contracts, verify invoices, and prepare deposits for the University Business Office.
• Collect and analyze clinical data to produce trend reports and summaries for leadership.
• Open/close the office daily and ensure all administrative tasks are completed with professional accuracy.

Personnel Management and Leadership
• Supervise, support, and manage assigned staff to maximize employee performance and facilitate professional growth. Recruits, hires, trains, schedules, and evaluates staff performance and effectiveness. Provides appropriate feedback and professional development opportunities. Works to maintain a healthy work environment by promoting teamwork and collaboration. Actively promotes a professional workplace of mutual respect and collegiality for all members of the institution, and works to build positive, cooperative relationships with all staff, encouraging them to work toward individual and departmental goals.
• Partner with Clinic leadership to formulate, interpret, and implement departmental policies and procedures.

Campus Outreach and Event Coordination
• Collaborate with the Director to staff and execute campus-wide events, including New Student Orientation, Welcome Week, and "pop-up" clinics (Flu, TB, and physical exams) across all campuses.
• Act as a central point of contact for university departments and external partners to resolve service-related matters.

• Perform additional job-related duties as assigned or as appropriate.

Non-Essential Functions:
• Transport specimens and supplies as needed for Health Services.

Required Qualifications:
• Bachelor's degree or a combination of post-secondary education and additional administrative support experience equivalent to a degree.
• Proven proficiency in Microsoft Excel, Outlook, and Word with the capacity to train others in key functions of essential software.
• Demonstrated attention to detail and ability to accomplish work despite interruptions.
• Demonstrated effective interpersonal and communication skills, and exceptional customer service skills.
• Proven ability to manage multiple projects, effectively organize tasks, and establish planning processes and priorities.
• Possess a willingness to undertake new projects, with the ability to work with minimal supervision, and be a team player.
• Proven ability to maintain confidentiality.
• Ability to adapt to changes in the working environment and learn new skills.
• A valid driver's license with a record acceptable by Washburn's standards.

Physical Requirements:
• Ability to lift at least 10 pounds unassisted.

Preferred Qualifications:
• Bachelor’s Degree.
• At least two years of administrative experience in a medical clinic or other healthcare setting.
• Working knowledge of Athena Health electronic medical record system.
• Supervisory and training experience.
• Basic Cardiac Life Support Certification.
• Notary.
• Working knowledge of medical terminology.
• Cash/money handling and bookkeeping/accounting experience.

Special Instructions to Applicants: The interview process will require completing a skills assessment to determine candidates’ proficiency in the software and skills needed to perform the position's essential functions. The information will be provided to selected candidates during the interview process.

Hourly, Full-time, Mon-Fri, 7:30am - 4:30pm   
Background check and driving history are required