What are the responsibilities and job description for the Coordinator of Clinics position at McNeese State University?
Position/Application Information
MCNEESE STATE UNIVERSITY invites internal applicants for the position of Coordinator of Clinics.
DEPARTMENT: McNeese Autism Program (MAP)
POSITION INFORMATION: This is a full-time, 12-month, unclassified position. Internal promotional opportunity is open only to current McNeese employees in the College of Nursing & Health Professions.
POSITION NUMBER: U99166
SALARY: $35,700
REPORTING AUTHORITY: Operations Director of the Kay Doré Counseling Clinic (KDCC) and the McNeese Autism Program (MAP)
POSITION DUTIES/RESPONSIBILITIES: The Coordinator of Clinics is responsible for the day-to-day office functions in multiple clinics. The coordinator will work closely with providers and students in both clinics to ensure a productive and patient-focused working environment. In this position, the Coordinator of Clinics will:
- Assist in developing and maintaining multiple office policies and procedures manuals.
- Give thoughtful consideration in contributing to changes in policies and procedures.
- Create and maintain, on a regular basis, a documentation binder for daily, weekly, monthly, quarterly, and annually performed duties/processes for the Coordinator of Clinics position.
- Supervise student workers/interns in the clinics including, but not limited to, distribution/routing of application and new hire packets, completing appropriate forms for student employment each semester and between breaks, monitoring that student employees comply with training requirements as assigned by the Office of Human Resources, schedule or assist with scheduling of student workers and interns, maintain the on call schedule for interns in KDCC, and follow up on submission and approval of student employee timesheets every two weeks.
- Manage front office duties including, but not limited to, answering calls/checking voicemail (it is of the utmost importance to be prompt in returning messages for KDCC, as clients are often in immediate need of services), receiving and responding to emails, ordering supplies, entering purchase requisitions, maintaining inventory (office supplies, clinical and feeding supplies, and assets for the clinics), scheduling appointments in KDCC, managing key access for the clinics, maintain filing systems, coordinating state travel according to university policies and procedures, and other general office duties.
- Assist with new patient wait list procedures in both clinics.
- Troubleshoot electronic devices.
- Prepare billing/invoicing for KDCC, and invoicing contract agreements in MAP.
- Ensure billing and invoicing are performed accurately and timely.
- Monitor contract payments to ensure prompt payment of invoices.
- Maintain and foster strong working relationships with all personnel in the Department of Psychology as well the various other offices across campus, with which we frequently work.
- Maintain and update social media accounts for both clinics as appropriate.
- Review and edit content written by others to ensure consistency, accuracy, and alignment with marketing standards and strategic clinical objectives.
- Assist with planning and coordinating all fundraising activities.
- Assist the Operations Director with oversight of ongoing initiatives crucial to clinical success.
- Represent the clinics in relevant committees, working groups, and campus/community events.
- Complete other duties as assigned by the Operations Director or Director of Clinics.
DEADLINE: Tuesday, November 14, 2023, not later than 11:59 P.M.
APPLICATION PROCESS AND MATERIALS: For the application process, applicants MUST complete an electronic application and upload required documents listed below:
- Letter of Application detailing experience relevant to the position
- Resume
- Three Professional References (include: name, phone number, and e-mail address)
- Unofficial Transcripts
*Only completed application packets including all items listed above will be reviewed.
TO APPLY FOR THIS VACANCY, click on the “APPLY” button at the top of advertisement to complete the electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page. *Required application materials WILL NOT be accepted after the deadline, if applicable. Applications may be rejected if incomplete.*
ALL JOB OFFERS ARE CONTINGENT UPON THE SUCCESSFUL RESULT OF A CRIMINAL BACKGROUND CHECK AND RECEIPT OF OFFICIAL TRANSCRIPT(S) IF APPLICABLE.
If you have questions regarding this recruitment, please contact the HR Liaison:
Kim Dronett at kdronett@mcneese.edu or (337) 475-5413 / TDD: (337) 562-4227.
Position Duties/Responsibilities
The Coordinator of Clinics is responsible for the day-to-day office functions in multiple clinics. The coordinator will work closely with providers and students in both clinics to ensure a productive and patient-focused working environment. In this position, the Coordinator of Clinics will:
- Assist in developing and maintaining multiple office policies and procedures manuals.
- Give thoughtful consideration in contributing to changes in policies and procedures.
- Create and maintain, on a regular basis, a documentation binder for daily, weekly, monthly, quarterly, and annually performed duties/processes for the Coordinator of Clinics position.
- Supervise student workers/interns in the clinics including, but not limited to, distribution/routing of application and new hire packets, completing appropriate forms for student employment each semester and between breaks, monitoring that student employees comply with training requirements as assigned by the Office of Human Resources, schedule or assist with scheduling of student workers and interns, maintain the on call schedule for interns in KDCC, and follow up on submission and approval of student employee timesheets every two weeks.
- Manage front office duties including, but not limited to, answering calls/checking voicemail (it is of the utmost importance to be prompt in returning messages for KDCC, as clients are often in immediate need of services), receiving and responding to emails, ordering supplies, entering purchase requisitions, maintaining inventory (office supplies, clinical and feeding supplies, and assets for the clinics), scheduling appointments in KDCC, managing key access for the clinics, maintain filing systems, coordinating state travel according to university policies and procedures, and other general office duties.
- Assist with new patient wait list procedures in both clinics.
- Troubleshoot electronic devices.
- Prepare billing/invoicing for KDCC, and invoicing contract agreements in MAP.
- Ensure billing and invoicing are performed accurately and timely.
- Monitor contract payments to ensure prompt payment of invoices.
- Maintain and foster strong working relationships with all personnel in the Department of Psychology as well the various other offices across campus, with which we frequently work.
- Maintain and update social media accounts for both clinics as appropriate.
- Review and edit content written by others to ensure consistency, accuracy, and alignment with marketing standards and strategic clinical objectives.
- Assist with planning and coordinating all fundraising activities.
- Assist the Operations Director with oversight of ongoing initiatives crucial to clinical success.
- Represent the clinics in relevant committees, working groups, and campus/community events.
- Complete other duties as assigned by the Operations Director or Director of Clinics.
Required/Preferred Qualifications
Required:
- Current McNeese Employee in the College of Nursing & Health Professions
- Bachelor’s degree, completion required within one month of hire
- One to three years of relevant experience
- Strong editing, analytical, and problem-solving skills
- Excellent oral/written communication and interpersonal skills
- Knowledge of social media
- High level of initiative and self-motivation
- Energetic, flexible, able to work under pressure in a fast-paced environment
- Ability to handle confidential information in a professional manner
- Attentive to detail with strong organizational skills
- Ability to work independently and within a team
- Ability to manage multiple tasks with completing priorities and deadlines
- Sound judgment and strong work ethic
- Proficiency in the use of Microsoft Office Suite
- Experience working in an ABA clinic as well as a counseling clinic
- Successful management and supervisory experience
General University information
McNeese State University, located in Lake Charles, Louisiana, is a public university and a member of the University of Louisiana System. Under Louisiana law, applications and all supporting materials will become public record. All applicants are expected to submit complete and accurate materials as specified in the position announcement. A background check and an English Proficiency assessment (Faculty Only) will be conducted on selected finalists. We comply with Louisiana Revised Statute 49:1001, et seq, and State of Louisiana Executive Order 98-38, which provides for drug testing of employees, appointees, prospective employees, and prospective appointees. Prospective employees and employees are informed if a drug test is required.
McNeese State University is an AA/EEO/ADA employer committed to excellence through diversity.
Louisiana is a State as a Model Employer for People with Disabilities.
Persons needing reasonable accommodations as provided by the Americans with Disabilities Act should contact the ADA Coordinator, Krisshunn Youngblood, Office of Inclusive Excellence: Voice: (337) 475-5428; TDD/TTY, Hearing Impaired: (337) 562-4227; or kyoungblood@mcneese.edu.
The Immigration Reform and Control Act of 1986 requires McNeese State University to inform applicants that the University can employ only U.S. citizens and aliens lawfully authorized to work in the U.S. Each new employee is required to present documentation verifying his/her identity and right to accept employment. McNeese participates in E-Verify.
Louisiana Revised Statute 42:31-“Eligibility requirements for certain unclassified employees”-requires any person hired or employed in an unclassified position, whose annual salary or rate of compensation is equal to or exceeds one hundred thousand dollars, provide proof to his public employer that he has been issued a Louisiana driver’s license and that all vehicles registered in his name are registered in Louisiana within thirty days of being hired or employed at such salary.
Transcripts from Foreign Universities: Prospective faculty submitting transcripts from foreign universities or schools must have the coursework evaluated for equivalency to United States-accredited coursework by a University-approved agency. The prospective faculty member is responsible for the cost of the evaluation. McNeese typically accepts evaluations by World Education Services ( or Educational Credential Evaluators, Inc.
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