Bard College at Simon's Rock: the Early College
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Front Office Administrator

Summary of Position

The person in the office staff position serves as the primary front office administrator and receptionist at the Wellness Center. The position entails the comprehensive administration of the front office for both Health and Counseling Services and an expanded role with medical billing and health forms management.

Primary Duties and Responsibilities

  • Organization, management and oversight of the front office and waiting room
  • Reception and point of service for all students utilizing the Wellness Center
  • Coordination with staff regarding point of service and scheduling requests
  • Appointment scheduling in Titanium Electronic System
  • Sending appointment reminders and cancellations, as appropriate and requested by supervisor
  • Follow-up with students and parents regarding Wellness protocols, scheduled appointments and insurance coverage
  • Liaison with representatives of the student insurance program
  • Records set-up and maintenance
  • Overseeing and ordering administrative and office supplies
  • Management and follow-up of required health forms for students
  • Pharmacy billing
  • Medical billing for the psychiatrist
  • Medical co-pay accounting and coordination with the Business Office

Perform related duties as assigned by supervisor
Maintain compliance with all BCSR policies and procedures

Secondary Duties

Follow through and complete administrative and clerical tasks, as needed and requested by Wellness Center staff (i.e., faxing and scanning of documents, managing authorized document requests, filing medical charts).

Experience, Skills and Knowledge

  • Cooperatively facilitate outside relationships such as with vendors and contractors
  • Ability to communicate effectively and deal tactfully and courteously with a diverse community
  • Demonstrate facile computer skills particularly with the creation of Word documents and Excel spreadsheets.
  • Ability to effectively manage and use an electronic medical record and scheduling system.
  • Commitment to inclusion and culturally competent practice.
  • Sensitivity, understanding and experience in working with a diverse community of students, especially under-represented populations.
  • Excellent communication and interpersonal skills.
  • Flexible, positive and helpful with a balanced, reasoned perspective in managing complex situations.
  • Attention to detail and consistent follow through on required tasks and projects.
  • College Graduate (AA/AS or BA/BS) with three years or more of front office management experience, preferably in medical and/or counseling services.

Physical Requirements

  • Move freely throughout the Wellness Center and stand for periods of time
  • Walk up and down three flights of stairs
  • Bend and pick up packages weighing 30 lbs. or less
  • Speak clearly on the phone and in person


Ability to work sensitively with the physical and mental health issues presented by students, maintaining a calm and measured discernment during stressful situations, including trauma, grief and crisis scenarios.

Schedule Requirements

The position requires a full-time schedule, Monday – Friday, 9AM – 5PM, during the academic year with designated hours (up to two days per week) during the Intercession and Summer to be specifically determined, based on Center needs, in consultation with the supervisor.

If interested in the position, please provide a cover letter, resume and three references to with Front Office Administrator in the subject line.