Summary

The Coordinator, Business Operations provides essential administrative support to the BCM Student and House Staff Mental Health Service. This role is responsible for ensuring the smooth operation of clinical and business functions by managing the schedules of eight clinicians, maintaining accurate patient records, and coordinating purchasing and travel logistics. Additional duties include calendar management, drafting professional correspondence, and supporting day-to-day office operations to facilitate efficient and effective mental health services.

Job Duties

• Manages and maintains clinical schedules for a team of clinicians by coordinating appointment availability, managing cancellations or rescheduling in real time, and entering patients into the EPIC system. 
• Manages sensitive patient records in compliance with HIPAA and FERPA regulations. This includes organizing and updating clinical files, ensuring timely response to medical record requests, securely transferring patient data when authorized, and maintaining a records management system that ensures legal compliance and operational efficiency.
• Coordinates hybrid and virtual services by generating and managing Microsoft TEAMS appointments and meeting links for clinical visits, team meetings, and outreach events. 
• Serves as the first point of contact for students and house staff seeking mental health services. Opens the clinic for in-person appointments, greets patients, manages check-ins, and assists with ad hoc communication needs including phone calls to patients and pharmacies, ensuring compassionate, timely, and professional interactions.
• Supports financial and procurement operations by preparing and submitting purchasing orders, processing reimbursements, and travel arrangements through Concur. This includes working directly with other BCM Offices to ensure compliance with institutional policies and timely payment processing.
• Maintains calendars for clinicians and departmental leadership, proactively scheduling meetings, adjusting appointments as needed, and ensuring time-sensitive obligations are met.
• Composes and formats formal and informal communications, including reports, outreach materials, and PowerPoint presentations. 
• Coordinates internal logistics such as supply management, timekeeping, and upkeep of shared office equipment. Troubleshoots technical issues and coordinates maintenance or service calls with vendors.
• Plans and executes special projects and events, and departmental outreach initiatives in collaboration with the Office of Education Affairs.
• Performs other duties as assigned, demonstrating flexibility, initiative, and a strong commitment to student wellness and service excellence.

Minimum Qualifications

• High School diploma or GED.
• Two years of relevant experience.

Preferred Qualifications

• Experience working in a clinical environment.
• Experience using EPIC or other EHR programs.
• Experience working in a customer/patient setting.
• Proficiency in Microsoft Office Suite.