Student Health Services and CAPS Operations Associate
Stony Brook University
Location: Stony Brook, New York
Internal Number: 2103345
Student Health Services and CAPS Operations Associate - 2103345
Who We Are We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following:
Named one of the "Most Promising Places to Work in Student Affairs" by Diverse Magazine.
Serving a highly diverse student body ( click here for more information).
Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.
Required Qualifications (as evidenced by an attached resume): Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor's degree, an Associate's degree and two (2) years of directly related full time administrative experience in a patient or clinical setting may be considered. Two (2) years of full time administrative experience in a patient or clinical setting. Experience working with a diverse population of faculty, staff and community organizations.
Preferred Qualifications: Two (2) years of experience as an office manager in a medical or behavioral health office. Experience with customer service. Experience with managing medical records. Experience working with an electronic medical record (EMR). Experience with updating social media information. Proficiency in spoken and/or written languages other than English.
Brief Description of Duties: As the first point of contact for students entering the facility and responding to inquiries regarding appointments, services, and programs, the incumbent will assist with the day to day operations, ensuring prompt and professional responses to sensitive inquiries or situations. Responsible for maintaining accurate staff directories, following procedures and best practices for the department and university. Troubleshoot first level problems presented by visitors to the health center. Respond to urgent student needs in an appropriate and respectful manner. Determine the nature of student circumstances and refer as applicable. Responsible for providing administrative support to Student Health Services (SHS) and Counseling and Psychological Services (CAPS) to include but not limited to the recruitment, selection, and onboarding of staff and trainees, including trainees completing their training at CAPS in an APA-accredited psychology internship. Assist with scheduling interviews, organizing training calendars and orientation schedules, scanning and photocopying evaluations and other program materials, distributing surveys, inputting aggregate data. The candidate will exhibit exceptional customer service skills providing friendly, courteous and respectful service. Incumbent must be able to manage multiple priorities and tasks. They will have demonstrated experience managing multiple priorities and tasks as well as experience working with a diverse population of faculty, staff and community organizations. The selected candidate will have exceptional communication, listening, and interpersonal skills. They will work in compliance with federal and state laws, confidentiality regulations, and accreditation standards and will maintain confidentiality of medical & behavioral health records according to the HIPAA Standards and other regulatory and credentialing requirements.
Perform administrative duties within CAPS and SHS that includes, but is not limited to: welcoming students, faculty, staff or other constituents, scheduling and confirming appointments, managing data input of student immunization records, maintaining confidential files and spreadsheets. Responding to first level inquiries that will include screening phone calls and/or emails, exercising the highest level of confidentiality along with sound judgement in directing the appropriate responses.
Primary administrative support for Counseling and Psychological Services and Student Health Services including operational planning and distribution of visitors passes, schedules and/or mail. As directed, work with other units to post events or communication services. This staff person will be responsible for immunization data analysis, reconciliation against current standards while obtaining accurate and efficient spreadsheets for compliance purposes. Maintains confidentiality of medical & behavioral health records according to the HIPAA Standards and other regulatory and credentialing requirements. Obtain and analyze health information such as immunizations, insurance records and/or provider requests.
As the primary point of contact for both SHS and CAPS, the incumbent will maintain/prepare patient charts, provider schedules and confirm appointments using automatic databases. Provide administrative support for recruitment, selection, and onboarding of staff and trainees, including trainees completing their training at CAPS in an APA-accredited psychology internship. Monitor and track necessary databases to ensure accuracy of confidential records. Provide administrative oversight to include record keeping, file management, office appearance, security, property control, maintenance and inventory of office supplies and equipment. Manage departmental directories, department listserv(s) and ensure timely updates when necessary.
Assist in training other staff on tasks as requested and supervise support and student staff working at the reception area. Utilize appropriate patient centered communication for all customers, including students who are underserved or are seeking culturally sensitive services. Utilize best practices in customer service and work to reduce health disparities as well as stigma related to services. Participate in service recovery.
Other duties or projects as assigned as appropriate to rank and departmental mission.
Special Notes: This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA .
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewedhere.
Visit our WHY WORK HERE page to learn about the total rewards we offer.
Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Student Health Wellness and Prevention Services-Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.