College of Health Sciences - Community Outreach Office Assistant - Clinic Administrative Coordinator

Program Coordinator-Facilitator

Internal title: Clinic Administrative Coordinator

College of Health Sciences
University of Rhode Island

Position Summary:The Clinic Administrative Coordinator serves as the primary administrative support and front desk reception for College of Health Sciences clinics. This position coordinates daily clinic operations, manages client scheduling and intake processes, supports financial and procurement activities, ensures compliance with applicable regulations, and provides exceptional customer service to clients, faculty, students, and community partners.

Essential Duties and Responsibilities

Clinic Operations

• Manage client scheduling, intake, check-in, and check-out processes.
• Maintain accurate appointment and scheduling records.
• Coordinate shared clinic calendars and clinic space utilization.
• Monitor and manage parking voucher distribution and tracking.

Client Services

• Serve as the primary point of contact for clients, faculty, students, staff, and community partners.
• Welcome and assist clients throughout their clinic experience.
• Respond professionally to telephone calls, emails, and general inquiries.
• Provide confidential and professional support to clients.

Financial Administration

• Collect and process client credit card payments or direct them to the online payment portal.
• Monitor accounts receivable and payment activity.
• Assist with purchasing and procurement activities for clinic operations.

Personnel & Administrative Support

• Process limited appointments and personnel transactions through university systems.
• Support clinic directors and faculty with administrative functions.
• Coordinate operational resources and supplies.
• Perform related duties and special projects as assigned.

Compliance & Records Management

• Ensure compliance with clinic policies, university procedures, HIPAA regulations, and confidentiality requirements.
• Maintain secure and accurate records.

Minimum Qualifications

• Associate's degree or equivalent combination of education and experience.
• Minimum two (2) years of administrative experience in a healthcare, clinical, or related environment.
• Experience utilizing Microsoft Office Suite.
• Experience working with Electronic Medical Record (EMR) or Electronic Health Record (EHR) systems.
• Strong organizational, time management, and multitasking abilities.
• Excellent verbal and written communication skills.
• Demonstrated customer service experience.
• Ability to maintain confidential information and comply with HIPAA requirements.
• Ability to work independently and collaboratively in a team environment.
• Demonstrated commitment to working effectively with diverse populations.

Preferred Qualifications

• Experience in a university, healthcare, or academic clinical setting.
• Experience with accounts receivable, payment processing, or procurement activities.
• Experience supporting faculty, students, or multidisciplinary teams.
• Familiarity with university administrative systems.

Work Environment

• Primarily office-based clinical environment.
• Regular interaction with faculty, students, clients, and community partners.
• May require occasional flexibility in work hours to support clinic operations.