Administrative Assistant - Student Health Center

Position Title Administrative Assistant - Student Health Center Job Description

The Administrative Assistant for Student Health Services plays a vital role in the daily operations of the university's health clinic and its students. This position serves as the primary point of contact for students seeking medical care and is responsible for providing exceptional administrative support to healthcare providers and staff. The ideal candidate will be a compassionate, organized, and detail-oriented professional with a strong understanding of patient confidentiality and medical office procedures. This is a nine-and-a-half (9.5) month position with full-time benefits.

• Greet and check in students, faculty, and staff in a friendly and professional manner.
• Manage the reception area to ensure a welcoming and calm environment.
• Answer phone calls, respond to inquiries, and direct calls to appropriate personnel.
• Schedule and confirm patient appointments.
• Assist students with completing necessary intake forms and paperwork.
• Explain clinic policies, procedures, and payment options to patients.
• Maintain and manage patient records in compliance with HIPAA and FERPA regulations, ensuring strict confidentiality.
• Process and file medical documentation, lab results, and immunization records.
• Perform data entry, ensuring accuracy in all patient and billing information.
• Manage incoming and outgoing correspondence, including faxes and emails.
• Maintain inventory of office and medical supplies and place orders as needed.
• Manage scheduling appointments, referrals, and pre-certification for diagnostic testing as needed.
• Maintain strict confidentiality of clinical, social, financial, or other student/staff data in compliance with university, state, and federal guidelines.
• Responsible for initiating, securing, and maintaining medical records.
• Coordinate Student Health insurance and assist with the process of medical, accident, and sports-related insurance claims.
• Inventory and replenish all office supplies, as needed.
• Sort and distribute mail.
• Assist with budget, payment of bills, and maintain the cash drawer.
• Communicate relevant health-related information with students, parents, physicians, and colleagues.
• Demonstrate behavior that reflects a positive image of the Student Health Center and the University.
• Demonstrate team member behaviors performing other duties as assigned.
• Represent the Health Center at summer new student orientations when needed.
• Serve on division and institution-wide committees as assigned.
• Create and maintain a service delivery database.
• Update relevant Health Center information on the website.
  
  

Required Qualifications

• Minimum of high school diploma or equivalent.
• Minimum two (2) years of experience in an administrative or clerical role, preferably in a medical office, clinic, or university setting.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Comfortable using phone systems, scanners, and other office equipment.
• Excellent verbal and written communication skills.
• Strong organizational skills and ability to multitask effectively in a fast-paced environment.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Empathetic and patient-centered approach to customer service.
• Ability to work both independently and as part of a team.
• Knowledge of medical terminology.
• Maintain non-identified statistics on client intake, services, and program outcomes.
• Prepare descriptive reports of service delivery.
• Maintain organized records and files.
  
  

Preferred Qualifications

• College degree preferred.
• Health insurance claims processing experience preferred.
  
  

Physical Demands

• Ability to bend and reach as required for office work.
• Fast-paced office environment.
• Maintaining positive communication with professional staff, administrators, students, and patients.
• Potential exposure to infectious diseases and biohazardous materials.
• Evening and weekend hours as needed.
  
  

Anticipated Start Date of New Hire 10/06/2025 Anticipated Number of Hours Working per Week 40 Shift Required? First

Job Duties

Posting Detail Information

Posting Number S1009P Number of Vacancies 1 Desired Start Date 10/06/2025 Job Open Date 09/16/2025 Job Close Date Open Until Filled Yes Special Instructions to Applicants Quick Link for Internal Postings https://jobs.ashland.edu/postings/7792