Job Title: School Based/Administrative Coordinator

Department: Mental Health & Wellness

Reports to: Clinical Supervisor

Revision Date: 03/28/25

Status: Exempt

Job Summary:

The School Based/Administrative Coordinator will assist primarily with the daily operations of the Oswego Health School Based Programs, with some overlap with our Youth and Adult clinics. This position will be responsible for managing therapist schedules, being a liaison with the districts we work with, and meeting regularly with therapists and school districts to determine needs. They will also assist with clerical duties such as sending correspondence and following up with individuals during the intake process, mail distribution, data entry, record keeping and monitoring of appointments. This position will also assist with establishing and maintaining community relations to ensure a strong referral network and strategic relationships. Other duties related to clerical work at our Adult and Youth clinics are assigned as needed.

Duties/Responsibilities:

Serve as point of contact with schools, including regular interactions with School District personnel, principals, and school counselors. Schedule and attend monthly 1:1 meetings with each school based therapist. Serve as primary scheduler for School Based team, including managing time off, scheduling meetings, and blocking schedules as needed. Serve as primary referral/intake coordinator for School Based team, including creating client charts, coordinating scheduling of intake appointments, and streamlining intake and referral process. Assist with setting and tracking budgets and supplies. Organize and track clinic and therapist information, including CEU’s, mileage reimbursements, annual allowances for supplies, etc. Assis clinical leads and clinical supervisor as needed. Attend regular 1:1 supervisory meetings with clinical supervisor. Promptly return phone calls to parents, school staff, and clinicians. Provide back up support to front desk staff at Youth clinic, including at times scanning documents, covering front desk duties, and scheduling intakes for the clinic. Maintain regular data entry, information gathering, record keeping, copying and filing. Compose professional correspondence and information to families. Ensure delivery of all mailed documents by tracking and confirming receipt. Assist patients, families, and staff as needed; demonstrate professionalism in all interactions. Maintain confidentiality of all patient information. Answer phones and take messages as needed or seek appropriate staff to answer questions. Keep accurate records of all upcoming appointments and schedule appointments as directed. Serve as a link between Oswego Health MH&W and current or potential referral sources. Participate in community outreach activities, serving as a representative of Oswego Health MH&W. Perform other duties as assigned.

Required Skills/Abilities (Unit Specific):

Proficient with Microsoft Office Suite or related software, with the ability to learn hospital specific programs and software. Knowledge of third party payors, co-pays, discounts and referral authorizations preferred. Excellent time management skills, organizational skills, and ability to handle several tasks simultaneously. Ability to handle and prioritize multiple tasks and work independently meeting set deadlines. Must be able to work as part of a team. Energetic and self-motivated Excellent interpersonal and customer relations skills. Strong problem solving skills and attention to detail. Excellent verbal and written communication skills.

Education and Experience:

College degree and/or professional training in related field preferred. At least 2 years in similar office setting or customer service role preferred.

Pay Range: $65,000-$75,000/annaul

Employee salary is based on commensurate experience and other qualifications.

About Oswego Health:

The mission of Oswego Health is to provide accessible, quality care and improve the health of residents throughout Oswego County. As a nonprofit healthcare system established in 1881, Oswego Health is proud to be Oswego County’s largest private employer. More than 1,300 employees spread throughout its 18 locations, work for the Oswego Health system, which includes the 132-bed community Oswego Hospital, a 32-bed psychiatric acute-care facility with multiple outpatient behavioral health service locations, The Manor at Seneca Hill, a 120-bed skilled nursing facility, and Springside at Seneca Hill, an independent retirement community. The health system also operates Oswego Health Home Care, the only hospital-based certified home healthcare agency in the County, as well as two outpatient centers, including the Fulton Medical Center, offering urgent care, lab, medical imaging, physical therapy, and occupational health services, and the Central Square Medical Center, offering urgent care, lab, medical imaging, and physical therapy services. In addition, the healthcare system includes Oswego Health Medical Practice, a multi-specialty medical group offering the community accessible, high-quality healthcare. 100+ physicians and advanced practice providers offer an extensive array of services across CNY, including primary care and specialty care in the areas of orthopedics, cardiology, ENT, gastroenterology, breast care, general surgery, urology, and bariatrics.

EQUAL EMPLOYMENT OPPORTUNITY

Oswego Health is committed to providing equal opportunity in all employment-related matters, without regard to race (including traits historically associated with race), creed, color, religion, sex/gender, national origin, age, marital or familial status, disability, pregnancy-related condition, sexual orientation, gender identity, gender expression, transgender status, citizenship status, ancestry, arrest/conviction record, military or veteran status, domestic violence victim status, genetic predisposition or carrier status, reproductive health decision making, relationship or association with a member of a protected category, or any other legally protected characteristic. Decisions affecting your position including, but not limited to, recruitment, hiring, placement, promotion, transfer, compensation, benefits, training, tuition assistance, leaves of absence, disciplinary action, layoff/recall, and terminations will be made in accordance with this policy.