Administrative Coordinator II - Psychological & Brain Sciences

LocationSAINT LOUIS, MO 63105 Scheduled Hours37.5

Position SummaryThis on-site position is responsible for the day-to-day operational management of the Psychological Service Center (PSC). The position serves as the primary full-time administrative staff member supporting clinic operations, financial and billing administration, reception operations, report, assessment coordination, and management of the electronic medical record (EMR) system. The position works closely with the PSC Director, clinical graduate students, clinical supervisors, graduate assistants, undergraduate interns, and clients to ensure efficient clinic functioning and compliance with clinic procedures, HIPAA standards, and university policies. This role operates with substantial autonomy and serves as a central operational resource for the clinic.

Job Description

Clinic Operations & Administrative Coordination:

• Develop, implement, and maintain administrative systems and workflows related to clinic operations, screening procedures, billing processes, and electronic medical records to ensure efficient clinic functioning.
• Assist the Director with programmatic management duties and implementation of policy or procedural updates.
• Create and maintain detailed operational documentation, including workflow guides, checklists, scripts, written instructions, and procedural materials for students, staff, supervisors, and clients.
• Support administration, troubleshooting, and operational use of the clinic’s EMR system, ClinicNote, including assisting student clinicians and supervisors with documentation issues, appointment errors, and EMR-related concerns.
• Create and maintain systems for scanning, organizing, and managing electronic and paper records within ClinicNote and related systems.
• Create and update electronic forms, Jotforms, surveys, intake documents, billing forms, and operational documentation for clinic use, as needed.
• Coordinate office purchasing, inventory management, and procurement for clinic operations, including office supplies, therapy materials, psychological testing materials, and related equipment.
• Participate in quality assurance and quality improvement initiatives related to clinic operations and administrative processes.
• Support compliance with clinic policies, confidentiality standards, HIPAA regulations, and university procedures.
• Coordinate completion, collection, and maintenance of HIPAA documentation and related client records.
• Coordinate communication and documentation exchange with community partners, referral sources, and external providers in accordance with HIPAA and clinic policies.
• Coordinate HIPAA training requirements for students and employees prior to clinic work responsibilities.
• Attend HIPAA liaison meetings when Director is unavailable and assist with implementation of compliance-related procedures.
• Assist with operational troubleshooting related to clinic technology, equipment, and infrastructure.
• Coordinate facilities and maintenance requests to support clinic operations and functionality.

Billing and Financial Administration:

• Prepare and maintain accurate billing documentation and client financial records within the EMR system.
• Monitor and reconcile client accounts, payments, and billing records to ensure accuracy and compliance.
• Process daily billing activities, including entering charges following sessions, and entering, reconciling, and maintaining records of cash, check, and credit card payments and other client account transactions.
• Generate invoices, monthly billing statements, accounts receivable notices, and related financial correspondence for clients with outstanding balances.
• Prepare and distribute Good Faith Estimates in compliance with applicable regulations.
• Prepare weekly deposits of client payments and receipts.
• Maintain clinic bookkeeping, purchasing documentation, operational expense records, and provide required documentation to accounting personnel.
• Train and support student clinicians regarding clinic billing procedures, payment processing, financial documentation, and ClinicNote billing functions.

Reception Operations:

• Serve as the primary front desk representative for the clinic greeting clients, students, supervisors, and visitors in a professional and welcoming manner.
• Answer phones and respond to inquiries regarding clinic services, procedures, scheduling, referrals, and community resources.
• Schedule and coordinate initial screening appointments and related intake processes.
• Redirect callers to appropriate community resources and referrals when clinic services are not indicated.
• Notify students regarding client calls, appointment updates, and scheduling matters.
• Communicate with students, staff, and supervisors regarding changes to clinic hours, closures, and operational procedures.
• Maintain professionalism, confidentiality, and HIPAA compliance in all client interactions.
• Open and close the clinic every day except Wednesday (open only) and Friday.
• Train graduate assistants and assist with training undergraduate interns in reception and front desk and clinic opening and closing procedures.

Reporting:

• Prepare weekly internal billing reconciliation and financial control reports to ensure accuracy of client accounts, payments, deposits, and billing records.
• Prepare monthly financial reports summarizing and categorizing clinic expenses, revenue, and related financial data for operational tracking and annual reporting purposes.
• Collect, track, and assemble monthly clinical hours data, including sending reminders and follow-up communications to students.
• Track and compile monthly data related to screenings, referrals, intakes, and clinic utilization.
• Assist with preparation and compilation of annual, year-end, and operational reports for the clinic.

Assessment and Clinical Support Coordination:

• Coordinate neuropsychological testing and assessment inquiries from prospective clients.
• Provide testing applications and related materials to appropriate and interested parties.
• Facilitate testing application processes and maintain systems for supervisor review and approval of assessment applicants.
• Determine applicable testing fees and prepare Good Faith Estimate.
• Monitor assessment material inventory and coordinate purchasing of testing supplies and assessment resources.
• Assist with troubleshooting computerized assessments and testing platforms.
• Review therapy screening information and provide feedback as appropriate.
• Assign database numbers and maintain client identification systems.

Perform other duties as assigned by the Director.

Working Conditions:

• Lifting less than 25 pounds.
• Must be willing to work at least 1-2 evenings per week.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This JobPreferred Qualifications:

• Bachelor’s degree with 2–3 years of administrative or office management experience, preferably in healthcare, behavioral health, university, or training settings.
• Accounting experience.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Computer Literacy, Financial Applications, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Payroll Systems, Supervision, Workday Software

GradeG08-H

Salary Range$21.17 - $32.85 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment ScreeningAll external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO StatementWashington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.