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Front Office Administrative Assistant

Apply now Job no: 499725
Work type: Restricted
Location: Malibu Campus
Categories: Administrative/Office Support, Student Affairs

The Front Office Administrative Assistant is a skilled administrator with responsibility in supporting the functioning of the front office. This position works alongside four to six non-exempt staff including medical assistants, nurses, administrative assistants, and student workers with adherence to clinic policies, human resources policy and procedure, and HIPAA standards. The Front Office Administrative Assistant participates in confidential interactions and record keeping necessary to the successful functioning of an outpatient medical clinic.


  • Uphold University mission through work performed
  • Perform Front Office Administrative Tasks
  • Ensure the clinic provides services to students in an efficient and timely manner
  • Assist in the performance of all necessary opening and closing procedures with regard to the front office
  • Become familiarized with back office duties, e.g., opening and closing, exam room flags, lab slips, collecting lab reports, and computer connections to ensure the smooth operation of both front and back office
  • First line of contact for patients, phone calls from students, parents, University departments, outside organizations, or medical partners (referral specialists, hospitals, etc.) with medical- or SHC-related questions and make appropriate medical appointments
  • Evaluate students who visit and/or telephone, and make appropriate appointments
  • Maintain practitioner, nutritionist, and nursing appointment scheduling for patients
  • Maintain patient charts and Electronic Health Records
  • Provide receipts/superbills for patient visits with correct CPT and ICD-10 codes for all back office procedures for insurance reimbursement purposes
  • Process incoming/outgoing records requests and pharmacy requests
  • Maintain office forms and templates and collaborate with practitioner on all revisions to forms
  • Maintain a recall system and follow up with students as requested by the practitioners, either by telephone, email, or mail
  • Work with nursing staff in processing incoming students health history immunization forms and registration holds
  • Assist in the patient referral process, often calling specialty doctors to make necessary appointments for students
  • Coordinate patient care with the Counseling Center mental health professional staff as appropriate
  • Work with the Office Coordinator in training and overseeing student workers
  • Write and/or edit SHC web information and update SHC information for Seaver and grad/law schools webpages, handbooks, and catalogs
  • Work with Seaver Student Activities and GSBM for NSO information and scheduling
  • Monitor and schedule First-Year Seminar presentations
  • Submit Health Center requisitions (C2C) and facility work orders
  • Monitor and order office supplies
  • Develop office protocols to enhance functionality or to comply with regulations as needed
  • Update monthly Seaver Parent Program Newsletters with SHC notices/information
  • Oversee housekeeping and facility needs/upgrades
  • Other Duties as Assigned
    • Serve as a member of campus committees as designated
    • Serve on the Residential Emergency Response Team (RERT) and SHC Emergency Response Team, and if safe to do so and necessary, provide assistance overnight

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required: 2-3 years of administrative experience, preferably in a medical setting; High School Diploma or General Education Development (GED); AHA Basic Life Support (BLS) certificate; Knowledge of all Microsoft Office products and Google Applications; ability to learn essential medical software programs, e.g., Medicat, Travax, and the insurance carrier’s website; Knowledge of University Insurance Policy and of Insurance Carrier and Insurance Broker’s internet systems and services; Exercise cultural competency and respectful consideration in a student population representing diverse cultures; Maintain professionalism, good judgment sense, and confidentiality; Ability to interact with a variety of people both in-person and on the telephone, especially in regard to ill or injured students, their parents, faculty, and staff; Excellent interpersonal, oral, and written communication skills; Excellent organization and time management skills; Ability to work in a fast-paced setting with multiple demands that often occur at the same time; Understand and follow guidelines of HIPAA policy for patient confidentiality; Perform all of the above with a sense of compassion toward students and coworkers in concurrence with the University, Student Affairs, and Student Health Center missions

Preferred: Bachelor’s degree

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening.

This is a Restricted, Nonexempt, 40 hour per week position.

Salary: Commensurate with experience.

Advertised: Pacific Daylight Time
Applications close:

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