Office Administrator, Student Health Center

Position Title:

Office Administrator, Student Health Center

Time Type:

Full time

Position Summary and Qualifications:

The Office Administrator provides administrative support to all of the Student Health Center staff members, including healthcare providers contracted by the University (i.e., Main Line Health). This person is responsible for managing the daily operations of the office, including interacting with students; performing secretarial duties; scheduling appointments; billing patients; assisting with the school sponsored health insurance; and compiling and recording medical charts, reports, and correspondence. It is essential that this person exhibits professionalism, excellent customer service skills, maintains confidentiality, has the ability to prioritize and multi-task in a fast-paced environment, and has a genuine desire to help patients receive the care they need.

Essential Duties and Responsibilities: 

• Provide reception and a welcoming atmosphere for patients.

• Manage appointments and calendars; verify patient information as needed.

• Schedule and coordinate meetings, events, interviews, appointments and/or other similar activities.

• Manage the health records, including filing and pulling students’ charts; reviewing and recording health forms; maintain files stored in electronic systems (e.g., Banner, PyraMED); and comply with the record retention and destruction policy. 

• Maintain and manage the Electronic Medical Record (EMR) system. Train SHC staff as needed. 

• Assist with maintaining records in the electronic medical record system (e.g., scanning charts, uploading immunization and other relevant data).

• Coordinate diagnostic tests, treatments, and other necessary care with appropriate facilities and professionals; assist with referrals as needed.

• Assist the Director with coordinating the student health insurance process including reviewing the waiver forms, assisting with setting up deadlines and emails, managing errors, and communicating with students, parents, and other key stakeholders

• Assist the Director with managing the departmental budget and other office operations, including processing invoices and purchase orders (e.g.,  Workday); reconciling purchase cards; preparing refund requests; processing patient fees prior to services being rendered; depositing cash; and maintaining office equipment (e.g., printer, shredder, refrigerators, autoclave and centrifuges, etc.).

• Perform various clerical and administrative functions, including ordering and maintaining an inventory of office and medical supplies; copying, faxing, and scanning documents; answering phone calls, responding to messages, and routing appropriately; managing the mail; scheduling meetings and assisting with meeting-related tasks.

• Manage student workers, including hiring (e.g., Handshake), training, supervising, scheduling, approving time/payroll, etc.  

• Assist the Director with student health initiatives, including blood drives, flu vaccine clinics, and health promotion programming. 

• Update and maintain the Student Health Center website. 

• Exercise discretion in handling sensitive and confidential records. 

Secondary Duties and Responsibilities:

• The person who holds this position has been classified as an Administrative Campus Security Authority under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act).

• Manage the disposal of medical waste.

• Pick up and distribute mail and dispatch outgoing mail promptly.

• Liaise with University housekeeping services and Facilities to assist with keeping the Student Health Center clean and sanitary.

• Carry out administrative duties as assigned by the Director.

Minimum Qualifications: (Education/Training and Experience Required)
Required

• Bachelor’s degree plus 1-3 years in an administrative support role or an equivalent combination of education and