Care Navigator and Clinical Program Coordinator

Job Description

NORMAL WORK HOURS: 40 hours per week, Monday-Friday

IMMEDIATE SUPERVISOR: Senior Director of Counseling

OTHERS WHO MAY ASSIGN WORK: Dean of Students

POSITION SUMMARY:

The Care Navigator and Clinical Program Coordinator ensures the effective and efficient functioning of the Counseling and Wellness Center through administrative leadership, operational oversight, and care navigation program management in support of student mental health and well-being. This role oversees daily office operations, including communications, scheduling systems, and maintenance of a HIPAA-compliant medical record system, and provides senior-level administrative support to the Senior Director of Counseling, counseling staff, and interns.

The coordinator exercises independent judgment in designing and improving administrative systems, managing data, reports, supplies, and external provider invoices, and coordinating administrative functions for the CARE Team, including documentation standards and information flow. As the Clinical Care Navigator, the role leads student health insurance and care coordination operations, serves as a primary liaison with College Health Plans and campus partners, and supports students accessing off-campus mental health care through insurance review, referral coordination, and provider relationships.

Serving as the primary point of contact for the Counseling and Wellness Center, Care Navigator and Clinical Program Coordinator coordinates with external mental health partners and the Babson Health Center to support utilization, data reporting, coverage compliance, and connection to services, advancing the Center’s mission to promote positive mental health across campus.

This is an in-person/on-campus position based in Needham, MA.

RESPONSIBILITIES:

Clinical Care Navigation and Program Oversight

• Lead the College’s student mental health care navigation function, establishing processes, standards, and workflows to support timely access to on- and off-campus services.
• Serve as the institutional lead for student health insurance coordination related to mental health care, including oversight of enrollment compliance, waiver processes, and partnerships with University Health Plans and Admissions.
• Exercise independent judgment in reviewing student situations, screening information, and determining appropriate referral pathways in accordance with established clinical and institutional frameworks.
• Oversee the College’s relationship with external mental health partners, including UWILL, by coordinating service delivery, monitoring utilization and access trends, addressing systemic issues, and overseeing data collection, analysis, and reporting.
• Develop, implement, and assess outreach and communication strategies related to student mental health resources, access pathways, and care navigation services.
• Analyze care navigation data, referral patterns, and outcomes to identify trends, gaps, and opportunities for improvement, and recommend programmatic or operational changes.
• Serve as a key liaison between the Counseling and Wellness Center, Babson Health Center, Olin CARE Team, and other campus partners to support coordinated care and appropriate information-sharing practices.

Administrative Leadership and Operational Management

• Manage the Counseling and Wellness Center administrative operations with authority to design, implement, and improve office systems, workflows, and procedures.
• Provide high-level administrative leadership and support to the Senior Director of Counseling, including operational planning, reporting, and coordination of departmental initiatives.
• Oversee counseling center scheduling systems, intake processes, and record management to ensure effective use of clinical resources and compliance with legal and institutional requirements.
• Maintain oversight of the medical and mental health record system, ensuring data integrity, confidentiality, and regulatory compliance.
• Coordinate administrative operations for the CARE Team, including documentation standards, follow-up tracking, and cross-functional process alignment.
• Support departmental assessment, compliance reporting, and strategic planning through data analysis and operational insights.
• Identify and lead continuous improvement initiatives related to administrative efficiency, service delivery, and student experience.

EXPERIENCE AND QUALIFICATIONS:

• Bachelor’s degree required in psychology, social work, public health, health administration, higher education, or a related field. Master’s degree in social work, counseling, or a related field preferred.
• A minimum of 5 years of experience working with young adults, particularly traditional college-age students, and demonstrated understanding of developmental and psychosocial issues common in higher education environments.
• Demonstrated experience overseeing or leading care navigation, student support, or mental health–adjacent programs within higher education or a comparable setting.
• Knowledge of student health insurance systems, including coverage structures, eligibility requirements, billing processes, and vendor relationships.
• Experience exercising independent judgment in screening information, determining referral pathways, and managing complex or sensitive situations within established frameworks.
• Proven ability to develop, implement, and improve administrative systems, workflows, or programs with institution-wide impact.
• Experience building and sustaining effective partnerships with mental health professionals, community providers, and external vendors.
• Strong organizational and time management skills, with demonstrated ability to prioritize, plan, and manage multiple initiatives concurrently.
• Excellent written and verbal communication skills, including the ability to communicate complex information clearly and professionally to diverse audiences.
• Demonstrated cultural competence and cultural humility when working with students from diverse backgrounds, including but not limited to BIPOC students, LGBTQ+ students, students with disabilities, and first-generation college students.
• Experience working with confidential information and maintaining compliance with FERPA, HIPAA, and institutional privacy standards.
• Ability to exercise sound judgment, discretion, and professionalism in a small campus environment and in matters of institutional significance.

Company Description

Olin College of Engineering seeks employees who are passionate about working collaboratively within and outside of the Olin community to support the College’s mission and vision for the future. At Olin, we are educating the next generation of engineering innovators and shifting the definition of engineering. Not only do our students ask, “Who are we designing this for, and what are their values?” They also ask questions about the impact of their work on society.

As Olin evolves under new leadership, we seek to become a more representative and aware community, a place where everyone is a learner and where everyone is an educator. Olin will become a place where experimentation—including making and learning from mistakes—will be embraced across the institution, not just in the classroom. Collaboration is key to Olin’s curriculum and culture, and we will work intentionally to reinforce the values and culture to which we aspire. We are a community that thrives on being together; we value trust. The College supports teams to collaboratively decide how they can best do their work, and display a commitment to the community, all while providing individuals with overall work-life flexibility.

Olin College is situated on 75 acres in Needham, Massachusetts. We are approximately ten miles from Boston, one mile from the MBTA Commuter Rail train station, and approximately four miles from the Woodland Station from the MBTA Green Line. We have plenty of free parking on campus. You can find more details on our Visiting Campus page.

• Take a Virtual Campus Tour: From the moment you step on campus at Olin, you feel a buzz of energy and activity—and once you experience it, you want to be a part of it.

Olin College is committed to supporting an innovative, integrated learning and working environment. As a small campus, the in-person experience and cross-team collaboration is what helps build a strong, dynamic community for our students, faculty and staff. Typically, most roles at Olin College are intended to be in-person and on-campus. Certain paid positions may be eligible for flexible working arrangements, at the College’s sole discretion. Any approved remote work arrangement for pay must be performed in the Commonwealth of Massachusetts where Olin is registered to do business. Individual flexible and remote work options can be discussed during the interview process.

Benefits

Olin College prides itself on offering to faculty and staff comprehensive benefits that provide both choice and value. These benefits are an important part of total compensation.

Full-time employees scheduled to work at least 30 hours per week may be eligible for the following benefits:

Core Benefits

• Medical (three different options)
• Dental
• Vision
• Basic Life and AD&D Insurance (company paid)
• Paid Family Medical Leave
• Long Term Disability (company paid)
• 403(b) Retirement Plan with company match
• Liberal sick and vacation time and paid holidays
• Free parking

Additional Benefits

• Health Savings Account (HSA)
• Flexible Spending Accounts (FSA)
• Employee Assistance Program (EAP)
• Voluntary Life Insurance
• Business Travel Insurance
• Supplemental 403(b) Retirement Plan
• Travel Assistance Services (company paid)
• Pet Insurance

Please note that benefits are subject to change at any time.

Equal Opportunity Employer Statement

At Olin College we seek to become a more representative and aware community. If you’re excited about a role and have relevant experience, but your work history doesn’t align perfectly with every qualification in the job description, we'd nevertheless encourage you to apply.

Olin College is an Equal Opportunity Employer. We welcome applications from candidates belonging to groups that have historically been underrepresented in higher education, including racial and ethnic minorities, LGBTQIA people, and people with disabilities. Employees of the College who have a disability are welcome to request reasonable accommodations by contacting Human Resources at HR@olin.edu.