Administrative & Finance Assistant - Health & Wellness Centre (I/O: August 2023 - July 2027)

Status: Initiatives & Opportunities: August 2023 – July 2027

Hours: Monday – Friday, 35 hours/week

Home Campus: Fennell

Payband: E

Rate of Pay: $26.47

Posting Date: July 31st, 2023

Closing Date: August 4th, 2023 at 7:00 pm EST

Please be advised that according to Full Time Support Staff Collective Agreement, Article 17.1, preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (in the role for 6 consecutive months) and RPT employees who have passed probation at Mohawk College. Should a suitable candidate not be found, external candidates will be considered.

We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

Administrative and Finance Assistant – Health and Wellness Centre

Reporting to the Director, Campus Wellness, the Administrative and Finance Assistant provides leadership and administrative support that contributes to the effective and efficient operations in the Health and Wellness Centre.

The incumbent is responsible for ensuring front desk coverage, effective communication across the support staff team, and managing day-to-day space allocation across the team.Supporting the financial operation of the Health and Wellness Centre, this role ensures that invoices for student appointments are prepared and billed accurately. The incumbent is also responsible for the electronic inventory of stocked medication, ensuring accuracy and availability at all times.

The incumbent will support students directly through the provision of accurate eligibility and timing of appointments, related to medical eligibility and provincial immunization/TB guidelines.The incumbent will provide scheduling, check-in, email and phone support to all those contacting the Health and Wellness Centre, in addition to other clerical responsibilities.

Responsibilities

The duties of this position include, but are not limited to:

Reception and Clerical Duties

• Books appointment times for students needing counselling or health appointments, including vaccination eligibility, providing insurance information and triaging crisis appointments.
• Manages physician appointments, ensuring individual physician preferences and booking requirements are met.
• Provide direct support to students seeking out-of-province vaccination validation through Public Health, including support in completion of forms, faxing of international vaccine records, and documentation.
• Receives and directs in-person, email and telephone inquiries appropriately related to health, counselling, vaccination eligibility, pre-placement or other health/student wellness initiatives/offerings and appropriately books or directs students to other services

Program Financial Support

• Ensure the accurate tracking and subsequent scheduling of students purchasing preplacement packages, including related revenues and expenses.
• Ensure student invoices meet requirements related to reimbursement, ensuring that the Health and Wellness Centre meets the complex needs of learners who are insured through differing out-of-province/country providers.
• Complete monthly reconciliations for OHIP billings, insurance billings, direct pay and student account billings, ensuring that physician allocations are accurate.
• Submits direct billing claims to insurance providers and liaises insurers to ensure subsequent follow up and clarification is received in a timely way.

Inventory and Medication Management Tracking

• Receives vaccines and medication orders and notifies nursing team.
• Document the sale and dispensing of on-site medication/medical inventory, ensuring accurate inventories in the EMR.
• Provides back up to nursing in the documentation of on-site cold chain processes.
• Ensure that adequate supplies are available to health staff, notifying the Director Campus Wellness or designate when medication inventory needs restocking.

Administrative Support

• Provides support to the ongoing updating of the Health and Wellness Centre webpage, ensuring information is up to date and in compliance with related regulations around marketing the provision of health care.
• Arranges meetings, orders supplies, participates in event planning, swag ordering and facilitates work orders as required.
• Provides basic administrative support to the Director, Campus Wellness, including but not limited to: scheduling of meetings, booking of rooms, and support with creation and ordering of marketing material.

Other duties as assigned.

Qualifications

The successful candidate will have:

• Proven ability to initiate work and work independently.
• Three years experience in medical office administration, post-secondary health care, and medical billing/finance, including experience with OHIP billing and third party insurance billing.
• 1 year certificate in Medical Office Administration, Medical Terminology, or Customer Service
• Excellent listening, verbal and written communication skills.
• Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively with diverse groups of students, employees and the community.
• Proven ability to work with confidential material and maintain confidentiality.
• A full understanding of medical billing, medical insurance, and financial reconciliation, with the ability to multitask and maintain confidentiality.
• Excellent abilities to prioritize work and multi-task in a dynamic, multi-program environment, requiring flexibility.
• Excellent problem-solving abilities.
• Excellent interpersonal skills, tact and diplomacy; incumbent will engage with various students, parents/guardians, faculty, support staff and college administrators.

Mohawk College prioritizes recruiting and retaining diverse employees. With this in mind, the College is committed to fostering inclusive and barrier-free recruitment and selection processes.

Should you require accommodation through any stage of the recruitment process, please contact the Human Resources Department at (905) 575 - 2047.

Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

For more information concerning the Mohawk College strategic plan, please see: strategicplan.mohawkcollege.ca/