Administrative Assistant

Job Description: Reporting to the Director of Student Health Services (SHS) the Administrative Assistant is a 37.5-hour-per-week 10-month (July through April) appointment responsible for supporting and coordinating the daily administrative operations of Student Health Services. The position requires strict adherence to applicable HIPAA and FERPA privacy and confidentiality requirements as well as strong problem-solving organizational and communication skills. As a highly visible and student-facing role this individual interacts regularly with students families faculty staff and members of the University community and must demonstrate professional courteous and effective telephone written and interpersonal communication skills.

Location: Glenside

Duties and Responsibilities:

Triage & Front-Office Support

• Answer SHS phone calls and assist students with questions concerns appointment information and appropriate resources.
  
• Identify calls and walk-in concerns requiring clinical assessment and promptly refer or escalate them to appropriate SHS clinical staff.
  
• Support emergency response by notifying clinical staff and assisting with communication and coordination with Public Safety EMS family members and appropriate University personnel as directed.
  
• Maintain a professional calm and supportive approach when assisting students with urgent or sensitive concerns.

Patient Appointments

• Greet and check in patients verify insurance compliance and complete the check-out process including electronic payments when applicable.
  
• Schedule appointments and assist with follow-up appointments and referrals as directed by clinical staff.
  
• Record review and verify the accuracy of student information including emergency contacts immunization records health insurance information and other required health documentation.
  
• Maintain patient information and documentation in accordance with SHS procedures and applicable privacy and confidentiality requirements.

Patient Management & Health Compliance

• Assist with New Student Orientation resource fairs and other University programs as needed.
  
• Review and verify immunization and health record documentation to ensure compliance for full-time undergraduate and graduate students.
  
• Assist with tracking students with incomplete health requirements and provide timely email and electronic communication regarding outstanding documentation.
  
• Electronically place appropriate non-compliant students on Health Hold and assist students in completing requirements necessary to have the hold removed.
  

Assist students in becoming more knowledgeable and independent health care consumers by:Guiding students on navigating basic health insurance processes.

• Helping students understand how to advocate for themselves within the health care system.
  
• Reinforcing the importance of scheduling attending and following up on health care appointments.
  
• Collaborate with appropriate University departments regarding student health compliance and related administrative processes.

Office Management & Administrative Operations

• Develop and maintain proficiency with systems utilized by SHS including Medicat PowerCampus TimelyCare Microsoft Office and other University platforms.
  
• Manage designated TimelyCare administrative functions and patient encounters as directed by the Director of Student Health Services.
  
• Greet students families visitors and University partners in a professional welcoming and service-oriented manner and provide accurate information or appropriate referrals.

Create maintain and annually update SHS official health record forms and documentation:

• Collaborate with University departments to ensure forms meet institutional and programmatic needs.
  
• Review and update forms in accordance with current University requirements and applicable American College Health Association (ACHA) recommendations and best practices.
  
• Maintain current forms and documentation within Medicat.

Support SHS financial operations including:

• Monitor and reconcile departmental expenses and revenue on a regular basis.
  
• Process and track purchase orders invoices and other departmental expenditures.
  
• Coordinate and reconcile laboratory billing and other clinical vendor expenses.
  
• Monitor the SHS departmental email account daily and respond in a timely professional and service-oriented manner; appropriately route clinical or departmental communications to the appropriate staff member.
  
• Assist with coordination of campus clinical services and initiatives including influenza and other vaccination clinics with Abington Pharmacy and other health care partners.
  
• Collaborate with the Office of International Programs (OIP) regarding incoming international student health requirements and serve as a resource for international students navigating health compliance.
  
• Serve as an administrative resource to the Director Assistant Director Medical Assistant Nurse Practitioners and other SHS staff.
  
• Demonstrate reliability initiative attention to detail and effective teamwork while ensuring responsibilities are completed accurately and within established timelines.
  
• Maintain confidentiality of student health information and comply with applicable HIPAA FERPA University and SHS privacy requirements.
  
• Perform other duties as assigned.

Minimum Qualifications:

• At least one year of related experience.
  
• CPR/AED certified or ability to get certified within 90 days

Preferred Qualifications:

• Medical office experience is preferred.
  
• Experience in Higher Education.

Required Knowledge Skills and Abilities:

• Excellent computer and technology skills with the ability to quickly learn and become proficient in systems such as Medicat Salesforce PowerCampus Microsoft Office Suite and other University platforms.
  
• Strong collaboration problem-solving organizational and communication skills.
  
• Demonstrated ability and comfort working with college-aged students with an approachable and supportive manner that helps students feel at ease.
  
• Excellent interpersonal written and professional telephone communication skills.
  
• Strong customer service skills and the ability to communicate effectively and professionally with students families faculty staff health care providers and University partners.
  
• Ability to exercise sound judgment discretion and professionalism when handling confidential sensitive or urgent situations.
  
• Ability to work effectively both independently and as part of a collaborative health care team.

Application Instructions:

• Applications must be submitted online through Arcadias Human Resources portal to receive full consideration. Please do not email application materials to the hiring manager. Due to the volume of applications received communication will generally be limited to candidates selected for additional consideration.
• Application review will begin immediately. Posting will be removed from the website once weve established a sufficient talent pool for consideration.

Arcadia University is a top-ranked private University in Greater Philadelphia that provides a values-based authentic educational experience by placing students at the center. The Institute of International Education has consistently ranked Arcadia first in the nation for study abroad and the Princeton Review has ranked Arcadia among the Best in the Northeast for 10 consecutive years. The Universitys graduate programs in Physical Therapy Physician Assistant Education and Public Health are nationally ranked in their respective categories by U.S. News & World Report which cites Arcadia for being among the top study abroad programs and a top performer for social mobility. Arcadia is home to a close-knit and welcoming community that supports students throughout their journey. Arcadias quality academic programs unique approach to a liberal arts education and supportive community guide students toward degree completion and career success. Learn more about our vibrant community at .

We welcome candidates who can contribute to the excellence of our community. The successful candidate will demonstrate examples of ways they will incorporate our values in their work.

At Arcadia University our Lived Values are the foundation of our highly regarded values-based learning community which reflects the world in which we want to live. As such Arcadia actively seeks and welcomes candidates who embrace those values. Arcadia prohibits discrimination against individuals on the basis of ethnicity national origin ancestry race color religion creed sex gender marital status affectional or sexual orientation age gender identity military or military veteran status disability family medical or genetic information or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check.

Arcadia offers a competitive benefits package that includes excellent healthcare generous tuition benefits for employees and their families retirement benefits health and wellness programs and resources and much more.

Position Code: AC0228

Required Experience:

Junior IC