Job Description Summary & Additional Information

Organization's Summary Statement:  

Under general supervision, provides complex administrative support to an individual, office, department or program. Work requires comprehensive knowledge of the organization or program where assigned, skill in working with issues related to policy, procedures, and confidential matters, and involves considerable participation in the work of the supervisor. Incumbents exercise discretion and judgment with considerable consequence of error.

Primary Duties:

1. Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical and basic content errors.   

2. Converts rough copy and drafts to final version quality reports, presentations, and documents. Includes incorporating edits from multiple reviewers, adding graphics and effects to presentations, and applying campus style guidelines.   

3. Drafts and signs routine correspondence and replies to inquiries which do not require technical program knowledge.   

4. Develops, implements, and maintains paper and electronic filing systems which meet department needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information as needed. Creates reports as needed.   

5. Researches, analyzes, and summarizes information and source materials for reports independently and communicates findings orally and in writing.   

6. Receives and reads incoming correspondence and information. Summarizes and prioritizes review of correspondence. Screens out items to be handled personally and forwards remainder with necessary background material.   

7. Receives and screens telephone calls and visitors. Independently handles procedural and substantive matters and inquiries which do not require technical knowledge or refers callers to others as appropriate.   

8. Makes all necessary arrangements for travel and independently performs required administrative follow-up and recordkeeping.   

9. Assists in preparing and administering department budget by updating accounts, and running periodic reports.   

10. Acts as intermediary for supervisor, interacting with officials, staff at all levels and the public. Provides information requiring comprehensive knowledge of institutional policies, procedures, and special departmental issues.   

11. Anticipates supervisor's course of action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the supervisor.   

12. May provide guidance and instruction to other office support staff.

The University Health Center is seeking an Administrative Assistant to support administrative and registration operations. This contractual (C1) position is in person and works daily Monday - Friday. 

Under general supervision provides moderately complex administrative assistance to support UHC operations, maintaining excellent customer service and meeting the needs of both internal and external customers and patients. Work requires thorough knowledge of the organization and programs and ability to multitask. The administrative assistant works as a member of a multifunctional team, and is able to cross cover throughout the clinic as coverage needs dictate.

The administrative assistant will be a member of the administration and registration teams ensuring all aspects of patient care and follow-up are met in a timely accurate fashion. This position is responsible for answering incoming phone calls, scheduling appointments, completing registration processes upon patient presentation to the clinic and all other aspects  pertaining to patient scheduling, registration, and follow-up as outlined below.

Example of Work:

• Answering phones - all phone calls answered timely and effectively. Requests made via phone will be either completed upon receipt of call or directed to alternate UHC departments when appropriate. Calls requiring additional attention and follow-up will be completed promptly.

• Scheduling appointments following established UHC Scheduling and Appointment Guidelines which includes but is not limited to:

  • Eligibility verification

  • Demographic verification

  • Insurance verification

• Completing Registration process upon patient arrival to the clinic as outlined in the UHC Scheduling and Appointment Guidelines, including but not limited to:

  • Verification of eligibility