Department Assistant

SUMMARY

This position supports administrative and staff functions in Health Services which require a range of skills and knowledge of organizational policies and procedures. Assists and directs visitors; resolves administrative problems and inquiries; composes edits and proofreads correspondence and reports and assists professional staff as requested.

HOURS 32 hours per week during the academic year; 3 days a week during the summer 0.75 full time equivalent).

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Responsible for greeting patients and visitors answering phone calls and distributing mail as well as monitoring the Health Services email account; Responsible for managing phone system announcements and office signage and organizing incoming faxes distribution.

Responsible for the front desk duties including checkin and checkout of student appointments tracking inventory forms and paperwork. Keep the lobby area clean and organized. Manage tracking of the petty cash drawer (daily balancing reporting for audits and coordinate deposits to Finance Department).

Under supervision of the office manager develop communication material for the department including website materials media screens electronic communications social media and printed material for a diverse group of students.

Oversee patient insurance and eligibility verifications for scheduled visits. Identify and manage list of students with selfpayments Medicaid plans and private/commercial health insurance plans.

Support clinical staff by following protocols in handling urgent and emergent situations with the triage staff scheduling routine appointments (initial and followup) facilitating medical record requests and management of athletic rosters graduates and RFL students. Maintain patient accounts by obtaining and updating personal and financial information.

Collaborate with the travel nurse to maintain travel and vaccine related compliancy. Manage travel correspondence and maintain travel databases (compile travel rosters etc. in electronic record system.Complete appropriate weekly reporting and maintain vaccine inventory and supplies.

Coordinate vaccine clinics offered on campus.

Coordinate communication abouthealthrelated requirements and deadlines for current and incoming students. Update forms track and develop reports on student compliance and enforce deadlines.Keep the director and office manager informed on tracking progress in regular intervals.

Assist with student health plan enrollment each semester.

Other administrative duties as assigned.

SUPERVISORY RESPONSIBILITIES

Under the direction of the office manager provides direction for and guides day to day activities of student workers.

QUALIFICATIONS To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

This position requires an associate degree or equivalent from a twoyear college or technical school; one to three years of experience in a medical office setting; or equivalent combination of education and experience. Knowledge of computers and Microsoft Office products is essential. Knowledge of medical terminology and/or experience in insurance and/or medical billing is helpful. Knowledge and/or experience of Electronic Medical Record (EMR) software.

FAITH and EDUCATIONAL COMMITMENT

Commitment to the educational mission of Calvin University as a Christian liberal arts university affiliated with the Christian Reformed Church. A personal commitment to the Christian faith and to the integration of faith learning and student development.

DIVERSITY and INCLUSION COMMITMENT

Demonstrated awareness of and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including but not limited to race gender physical ability class or religious perspectives.

COMMUNICATION SKILLS

This position requires the ability to greet callers and visitors and employ good communication skills and tact. The employee will be asked to draft correspondences and other documents. Handles confidential information.

COMPLEXITY

The position requires the ability to multitask handle interruptions graciously and carry out detailed written/oral instructions. Deals with standardized situations involving several variables.

DECISION MAKING/JUDGMENT

This position regularly requires independent judgment in setting priorities and organizing work to accomplish results. The responsibilities of this position are performed in accordance with existing procedures and instructions.

OTHER SKILLS AND ABILITIES

1. Excellent computer skills and experience in Microsoft Office products are necessary.

2. Must have excellent organizational skills and be detail oriented.

3. Excellent communication and public relations skills are required.

WORKING RELATIONSHIPS

The position requires frequent interaction with colleagues students and visitors. Participants address common issues and present information beneficial and routine to resolving problems.

PHYSICAL DEMANDS/WORK ENVIRONMENT The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work in this position is performed within routine office conditions usually without exposure to hazardous or unpleasant conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

FAITH and EDUCATIONAL COMMITMENT

1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.

2. A commitment to the Christian faith and to the integration of faith learning and student development.

DIVERSITY COMMITMENT

Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including but not limited to race gender physical limitations class or religious perspectives.