Administrative Specialist, Student Health and Counseling

Under the direction of the Director of Student Health and Counseling Services (SHCS), the Administrative Associate 2 oversees day-to-day administrative operations to support clinic efficiency, data integrity, and regulatory compliance. This position supports the immunization compliance processes, coordinates office administrative procedures and supply inventory, ensures accurate data reporting, and provides backup support for medical reception services.

Administrative/Data Management:
  1.    Maintain accurate and up-to-date filing systems, ensuring security and integrity of records. Organize retention, protection, and retrieval of records; oversee destruction of confidential data per policy. 
  2.    Maintain staff HR files and apply confidentiality protocols in accordance with FERPA and SHCS policies. Coordinate office communications, including calls, emails, mail, and faxes. 
  3.    Monitor and order office supplies; manage inventory. 
  4.    Provide excellent customer service and handle complaints using effective problem-solving skills. Support clinic staff to enhance efficiency and patient/client outcomes.
Immunization Compliance Process:
  1.    Serve as primary coordinator for the immunization compliance process. 
  2.    Provide accurate information to applicants and review submitted documents for compliance. 
  3.    Coordinate correspondence and recommend process improvements.
  4.    Act as main contact for immunization-related inquiries.
  5.    Liaise with IT, admissions, and other departments as needed, and coordinate any departmental training regarding immunization compliance.
Financial/Budget Management
  1.    Support budget tracking in alignment with established university policies.
  2.    Reconcile accounts payable under the guidance of the Director.
  3.    Process procurement card transactions accurately and in a timely manner.
  4.    Manage vendor invoicing to ensure proper documentation and compliance.
Patient/Client Services (Back-Up for Medical Receptionist)
  1.    Schedule appointments to maximize clinic efficiency. 
  2.    Gather and verify patient information and explain necessary documentation. 
  3.    Communicate expected service fees and payment procedures. Greet and direct patients/clients/visitors in a professional and helpful manner.
External Relations:
  1.    Collaborate with campus and community partners to support student wellness. 
  2.    Promote SHCS programs and participate in initiatives aimed at enhancing student experiences.

Minimum Qualifications
High school diploma or GED
Two years of relevant administrative, clerical, or office support experience, or an equivalent combination of education, training, and customer service experience.
Demonstrated knowledge of customer service and interpersonal communication practices. 
Well-developed verbal and written communication skills. 
Strong organizational and planning skills. Knowledge of accounting and administrative management practices. Knowledge of clerical and office procedures. 
Knowledge of confidentiality/privacy regulations, including FERPA. 
Skill in using telephone systems and in-person communication to provide assistance. 
Ability to multitask and adapt to a fast-paced clinical environment. 
Ability to work independently and collaboratively within a team.

Preferred Qualifications
Three or more years working as an administrative assistant, office manager, or in a comparable office setting.
Completion of a certificate program in office administration, health services, or related field.
Prior administrative or clerical experience in a university-based health or counseling setting
Experience with customer service in a healthcare or higher education environment.
Familiarity with the DASH system or similar software.

Application Process:  Application materials must include: 1) a resume, and 2) the names, addresses, telephone numbers, and email addresses of three references for future contact, noting the professional relationship with each reference listed.
Application Deadline: Applicant review will begin immediately and continue until a candidate has been identified.
Minimum hiring rate $14.76 per hour (Market Range 05) – Salary commensurate with education and experience