Administrative Assistant III

Health Services

JOB SUMMARY:

Provide administrative support to the Health Services Center and exemplary customer services to the university community. This position is in the office five days a week.

SALARY INFORMATION:

In compliance with New York’s Pay Transparency Act, the annual base salary for this union position is $48,654. For a list of benefits provided to employees, please click here.

REPORTS TO: Executive Director of University Health and Wellness

RESPONSIBILITIES & DUTIES:

Knowledge of Post-Secondary Immunization Standards:

1. Understanding of Immunization requirements for post-secondary education attendance.

2. Knowledge of Ecommerce web services and entering of immunization reports.

3. Knowledge of SAAS and immunization entering processes.

4. Knowledge of EHR immunization tracking processes. 

Medical and Insurance Procedures:

1. Basic knowledge of medical diagnosis and ability to triage emergencies in a strictly confidential and timely manner to allow for nurse response.

2. Basic knowledge of insurance billing processes, ICD 10 coding and CPT codes.

3. Ability to communicate with students, parents and administrators regarding school insurance Plan benefits and waiver processes. 

Confidentiality:

1. Understanding of the HIPAA policies in relation to medical records and information transmission

2. Understanding of FERPA and how it applies to students within the university and differences Associated with HIPAA

3. Ability to maintain strictest confidentiality of students, visitors and all employees related to any Health related visits or treatment. 

Electronic Health Records (EHR):

1. Knowledge of Practice Management Software for Billing and Scheduling.

2. Knowledge of EHR for data retrieval and documentation purposes. 

Documentation and Information Management:

1. Prepare and print materials such as letters, memoranda, forms, purchase orders and vouchers, using computers and relevant peripheral equipment.

2. Compose and respond to routine correspondence.

3. Proofread and edit documents for accuracy, formatting and completeness.

4. Use office software packages such as Word and Excel in document preparation, file maintenance and report generation.

5. Collect information or data from various sources; file and retrieve books, documents and/or data as needed. Update existing files.

6. Create and/or maintain filing systems.

7. Maintain departmental records; keep separate confidential records when instructed.

8. Retrieve and format electronic data; compile and merge data from various media and sources.

9. Prepare and process various forms, e.g., admissions forms and other forms.

10. Prepare charts, graphs, or tables for presentations, reports, and/or interoffice communications.

11. Maintain financial and/or student records and databases, and update them as necessary. 

Communications and Customer Service:

1. Provide information, as directed, to faculty, students, employees, and the general public.

2. Interact with students, staff and administrators throughout the University to resolve problems.

3. Respond to routine inquiries regarding departmental matters.

4. Answer telephone calls; screen incoming calls and forwards/refers calls; assist in maintaining up-to-date mailing and telephone directories.

5. Provide receptionist services; schedule appointments; maintain calendars; refer students, faculty, employees and general public to proper areas or persons.

6. Furnish information on the department’s rules and regulations, when authorized.

7. Assist with arrangements for special events, such as conferences, seminars, guest lectures, fairs, community or fundraising events. Support responsibilities may involve reservation of rooms, travel arrangements, catering services, informing the relevant departments/units, preparation and dissemination of materials, etc.

8. Perform administrative assistant/support services related to faculty and staff searches, student assignments, and conferences and meetings.

9. Interview and/or supervise student employees, Interns, Volunteers, etc.

10. Assist in training new employees in various office duties/use of office equipment.

11. Communicate with other academic or administrative departments or outside agencies to expedite the processing of paperwork and departmental tasks or answer inquiries. 

Transaction Processing:

1. Prepare routine reports, including drafts, using information received from various sources.

2. Receive and process financial transactions following prescribed procedures and best practices (e.g., tuition payments, library fines).

3. Process purchase orders and supply orders; verify deliveries.

4. Verify inventory and supplies reports on request. Order supplies as needed.

5. Complete Time & Leave calculations and keep up-to-date records.

6. Assist supervisors in specialized office functions.

7. Prepare work orders, monitor expenditures and budgets.

8. Calculate payroll figures; verify amounts on financial forms; prepare deposit records; refund authorizations, and similar documents; keep related records.

9. Make travel arrangements for interviewees, employees and university guests.

10. Make routine purchases and disbursements, and maintain Health Services accounts; keep necessary records.

11. Receive and distribute mail for the unit/department/college.

12. Prepare the department/unit/college mailings within the department or coordinating with outside vendors, arranging special mail services when authorized.

13. Duplicate, collate and distribute materials. Coordinate the work of others to produce and distribute materials; confer with mailroom personnel as needed.

14. Assist in preparing and distributing materials such as recruitment documents.

15. Assist in registration activities within the department or as assigned; when authorized, process drop/add and over tally requests for course registration.

Other:

1. Perform routine upkeep of office equipment, e.g., photocopier, computer terminals, printers, fax machines.

2. May serve on committees when authorized.

3. Perform other job-related duties as assigned. 

REQUIREMENTS: (Knowledge, Skills and Abilities)

1. Ability to prioritize workload according to volume, urgency, etc.

2. Good organization skills and attention to detail.

3. Good interpersonal skills.

4. Ability to handle multiple tasks effectively and accurately.

5. Ability to be discrete and maintain high confidentiality on a wide range of issues.

6. Good verbal and writing skills.

7. Knowledge of University policies and procedures.

8. Good computer skills for using Windows, Microsoft Word, Excel, Administrative Systems and Email.

9. Ability to work with students and colleagues in a diverse environment. 

PHYSICAL REQUIREMENTS:

1. Ability to be in the presence of individuals who are ill or injured

2. Ability to sit at a desk for long periods of time.

3. Ability to work on a computer for long periods of time.

4. Ability to open drawers and file paperwork.

5. Ability to lift up to 20lbs. 

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

1. Bachelor’s degree is required.

2. Minimum of two years prior medical office experience is highly preferred.

POSITION(S) SUPERVISED:

1. Student Employees.

HOURS:

1. Monday - Friday, 8:00am - 4:00pm, in office.

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,250 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers students 79 undergraduate programs, more than 84 master’s degree and doctoral programs, and 63 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 43 states and 72 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.