Job Posting for Admissions Coordinator at ACCESS Group, Inc.

Description

POSITION OVERVIEW

Provides outstanding customer service by making a positive first impression for the organization. The Admissions Coordinator is responsible for providing information and support for families navigating the application, decision and admissions process; and also for oversight and management of the enrollment process for new and returning students. Works with campus departments to facilitate the overall admission and enrollment process.

Works with Marketing Manager to initiate and maintain direct communication with public and private organizations to market clinic services to the community. Works closely with programming and clinical staff for client coordination of services.

The Admissions Coordinator will demonstrate an understanding of and appreciation for the uniqueness of ACCESS to fulfill his/her responsibilities. Public contact is a major component of the position, both internal and external to the organization.

Essential Functions

Communicates in person, by telephone and in writing with parents/guardians regarding the status of admissions applications.
Verifies individual client’s private insurance and Medicaid in order to provide parents/guardians with payment estimates prior to scheduling appointments.
Ensures prescriptions are obtained for Medicaid clients.
Ensures prior authorization requests are completed for private insurance clients as required.
Manages referral process for potential client.
Assists with completion of the admissions paperwork including admissions packet, testing notices, and gathering mandatory information.
Organizes and coordinates services and follows up with the Primary Care Physician, and parent/guardian, as needed.
Answers questions on admission as well as general services / school information.
Coordinate applicant interviews. Schedules evaluations, diagnostic visits and therapy services for potential clients.
Maintains admission appointment calendar.
Maintains contact list of students interested in enrolling when there are no current openings for service. Refers parents to other facilities if no openings for service.
Tracks progress of incoming application materials, following up on and requesting missing information.
Contacts parents after initial evaluation for follow up services as recommended.
Composes and manages correspondence.
Schedule and conduct interviews with parents/guardians interested in enrollment, evaluations, therapy, and/or AERC services.
Provides campus tours and follow up with potential clients to address any specific questions or concerns.
Manages new school enrollment. Assist parents/guardians with the enrollment process.
Assists with managing the enrollment process of returning students. Must be knowledgeable of managing the enrollment process independently.
Updates information into student database system (Achieve).
Assists with preparation for Admission Office events (open houses, parent transition, information sessions, etc.)
Participate in Admission meetings.
Participates in multidisciplinary meetings to stay knowledgeable of inter-departmental changes.
Creates statistical reports for Director of Administration weekly and as needed.
May perform related and non-related duties as assigned.

Competencies

Ethics

Treats people with respect.
Inspires the trust of others.
Demonstrates professional integrity and credibility.
Upholds organizational values.
Embraces diversity.
Promotes strong work ethic. Ability to be punctual to work.

Professionalism

Communicates with others in a tactful and professional manner.
Participates appropriately as a member of a team.
Responds well under pressure.
Treats others with respect and consideration, regardless of their status or position.
Accepts responsibility for own actions.
Follows instructions and responds to supervisory direction and feedback appropriately.
Completes tasks within established deadlines.

Judgment

Displays willingness to make decisions.
Exhibits sound and accurate judgment.
Supports and explains reasoning for decisions.
Includes appropriate people in decision-making process.
Makes timely decisions.

Client Focus

Demonstrates a commitment to clinical excellence.
Manages difficult or emotional client situations.
Responds promptly to client needs.
Solicits client feedback to improve client care.
Responds to requests for service and assistance.

Planning/Organizing

Prioritizes and plans work activities.
Uses time efficiently.
Plans for additional resources.
Sets goals and objectives.
Organizes or schedules other people and their tasks.
Develops realistic action plans.

Oral Communication

Speaks clearly and persuasively in positive or negative situations.
Listens and gets clarification.
Responds well to questions.
Demonstrates group presentation skills.
Participates in meetings.

Problem Solving

Identifies and resolves problems in a timely manner.
Gathers and analyzes information skillfully.
Develops alternative solutions.
Works well in group problem-solving situations.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is frequently required to talk or hear. The employee is regularly required to walk; sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is frequently required to stand and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is moderate.

Requirements

QUALIFICATIONS

Education/ Certification

Bachelor’s Degree Communication, Marketing, Public Relations, or related field required.

Experience/ Knowledge Required

2-5 years of demonstrated related experience in admissions in an education or medical setting preferred.
A combination of education and experience commensurate with the requirements of the position may meet minimum requirements.
Successful experience in parent communication and parent engagement.

Skills/ Abilities

Excellent interpersonal skills.
Excellent Project Management skills.
Excellent organizational skills and attention to detail.
Customer oriented.
Effective decision-making and problem solving skills.
Effective analytical abilities.
Strong strategic thinking, teamwork, situational leadership, planning and documentation skills.
Excellent written, verbal and presentation skills.
Ability to follow verbal and written instructions.
Ability to multi-task in fast-paced environment.
Ability to stay calm in stressful moments.
Flexible and very adaptable.
Ability to work with a variety of teams simultaneously.
Working knowledge of contract terms and conditions.
Knowledge of the rules and regulations regarding client records.
Ability to maintain confidentiality of records and information.
Proficient in Microsoft Office Suite.

Travel Requirements

Minimal travel is required for this position; this travel may include transporting students/clients.
ACCESS drivers are required to maintain a valid Driver’s License, current auto liability insurance and registration, a clean driving record, and physical ability to drive to local locations throughout Arkansas.

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Admissions Coordinator

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