Administrative Support Assistant

Administrative Support Assistant – 10/12 Mos

Student Health & Wellbeing Services

Job #547760

Close Date: Sunday, June 8, 2025

 

 

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have more than 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #547760) Administrative Support Assistant II, Administrative Support Assistant II – 10/12 Months, Salary Range: $3,067 - $4,514 monthly. Hiring Range: $3,067 - $3,400 monthly. This is a full-time, benefited, non-exempt, 10/12 pay plan (work 10 months of the year with pay and benefits over 12 months) permanent position with a one-year probationary period in the Student Services & Wellbeing Department. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

 

Position Summary:

Responsible for handling day-to-day duties in the front office of Student Health & Wellbeing Services, including reception, appointment making, and answering phones. Provides support to Student Health & Wellbeing Services Director of Operations.

 

Key Responsibilities:

Reception/Phones/Appointment Scheduling – 45%

• Provide information and respond to numerous student inquiries and problems (in-person, by phone, email or mail) while applying established policies and procedures when they exist, and good judgment in circumstances where they do not.
• Direct incoming calls appropriately and take complete messages for call-backs through the EMR tasking process.
• Receive incoming patients and verify eligibility to receive services. Update demographic information in the EMR (PyraMed). Direct patients to appropriate area for care.
• Schedule, reschedule and cancel patient appointments, entering the appropriate data in the information system.

 

Records – 30%

• Process a variety of forms for eligibility, Family PACT and clinic; requirements for immunizations; scanning forms to the EMR for disbursement to the patient records.
• Process signed release for patient records to be sent to outside practices as well as assisting in obtaining records from outside practices.
• Process patient records received by fax, email, or direct portal.
• Be cross-trained to process subpoenas when received to assure proper authorization is signed and when Referrals Coordinator is unavailable to process requests. Working with the appointed on-campus person to submit copies of records when subpoenaed, assuring records are mailed within the appropriate timeline.
• Assist clinic staff with general office tasks, copier usage, ordering office supplies, and other general office support tasks.

 

Outreach & Education – 5%

• Represent Health Center at various functions, such as Spring Preview & orientation, discussing health care services and fielding insurance questions with students and their parents.

 

Emergency Preparedness and Committee - 15%

• Be aware of and follow established policy for handling emergency situations reported by telephone. Qui