This position provides a wide range of support for the Student Wellness Center, which houses Student Health and Counseling services. Reception duties include greeting all visitors to the office, electronic scheduling of medical and counseling appointments, and assessing situations in terms of psychological and medical seriousness. Duties include data entry of immunization and health information into the EMR, general office duties and correspondence, managing budgetary records, ordering supplies, designing outreach materials and bulletin boards, and assisting with programming. The Administrative Assistant will be required to exercise discretion and confidentiality in all interactions.
Location Utica, NY Application Deadline *Full consideration by*: Open Until Filled Yes Major Responsibilities

  • Primary contact person for the Student Wellness Center. Maintains a professional manner in all interactions. Performs general office receptionist duties to include greeting people, scheduling of medical and counseling appointments. Assist with scheduling of off campus appointments for ultra sounds, MRI’s etc. and coordinates with insurance companies to obtain the needed prior authorizations for testing and medications. Schedules all referral appointments with medical specialists in the community. Makes an independent decision on the gravity of student’s illness/concern and urgency of appointment. Facilitates communication between Student Wellness Center and all other departments, including preparation of monthly newsletters, special bulletins and health alerts to the campus community.
  • Follows NYS Public Health Law for immunization clearances. Manually enters all immunization and health data into EMR. Scans medical information received and uploads information to electronic chart. Manages highly confidential medical reports and correspondence on a daily basis, which includes strict compliance with HIPPA regulations. Assists in preparing and filing NYS immunization and vaccine reports. Runs immunization non-compliance reports and tracks all student health requirements for students. Works closely with other departments to ensure timely submission of needed medical information. Coordinates with Pyramed and IITS for management of computer services and information in Banner, the EMR. Purges paper charts according to records retention schedule. Responds to requests for release of medical records. Assists with health insurance questions and inquiries regarding mandatory insurance requirement.

Assists both the Director of Health Services and the Executive Director for Student Health and Wellness Center in reviewing and preparing yearly budget. Monitors budget with revisions as necessary, keeping Executive Director apprised of budget status. Coordinates and arranges for purchasing of supplies at the Executive Director’s request. Assists both with travel and payment arrangements for conferences. Submits travel expense reports. Prepares and submits monthly expense reports and contracted employee payments.

Communicates, corresponds and coordinates with departments concerning fieldwork requirements for Health Studies majors and other students volunteering in health care facilities. Assists in implementation and coordination of clinic, health and educational programs.

Participate and engage in Diversity, Equity, and Inclusion (DEI) initiatives and programs, including but not limited to serving on DEI committees, serving as a diversity advocate or community liaison for a job search, advising a club, facilitating DEI-related training, and engagement in institutional cultural and celebratory events and programming

Works with supervisor to develop specific goals that support Utica University’s operational plans. This is done at least annually through the annual performance evaluation process; however review of goals will occur throughout the year.

Responsible for working with supervisor and other team members to achieve successful results on all established individual and departmental goals and key performance indicators.

Complies with State, local and campus health and safety requirements, including annual education and immunizations. Adheres and responds to campus emergency management plans.

May perform other related duties as assigned and assist with special projects.

Driving ResponsibilitiesN/A
Supervises This position does not supervise other staff. Education & Experience Qualifications

  • Two to five years minimum relevant experience or medical terminology degree required.
  • Associate Degree preferred
  • CPR/AED/First Aid certification ( required after starting)

Minimum Skills/Abilities

  • Excellent verbal and written communication skills
  • Organized, able to prioritize, detail oriented, and works well with others
  • A strong commitment to diversity and work continually to enhance diversity of our students, faculty, and staff
  • Able to maintain confidentiality and knowledge of HIPAA compliance.
  • Ability to respond to emergency situations
  • Ability to make independent decisions
  • Strong computer skills and knowledge of electronic medical records

Applicant Documents InstructionsAll positions at Utica University support the University’s mission and values in part by being active members of an inclusive environment. Please describe in your diversity statement how you would see yourself incorporating this into this role.

In line with the University’s Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee.
Additional information Visa sponsorship is not available for this position EEO/AA StatementUtica University is committed to affirmative action, equal opportunity and the
diversity of its workforce. All qualified applicants will receive
consideration for employment without regard to race, creed, color, sex,
pregnancy, ethnic or national origin, religion, marital status, age, sexual
orientation, gender identity, gender expression, veteran status,
disability, citizenship status, genetic predisposition, domestic violence
victim status, or protected status under applicable local, state, or
federal law.
Commitment to a Diverse and Inclusive Campus CommunityOur community of students, faculty and staff reflect a diversity of experiences, opinions, and cultural backgrounds shaped by biology, society, history, and choice. Our community includes members who are diverse by virtue of their race, ethnicity, gender, sexual orientation, ability, religious and/or spiritual affiliations, and socio-economic status, as well as the number of other ways in which who we are influences how we see the world. Furthermore, we value and celebrate diversity, and this results in a commitment to multiculturalism. We believe that within the community of human persons, all cultures, perspectives, and beliefs about faith, ideals, taste and lifestyles are of equal value. Our diversity deepens our commitment to nurture a multicultural environment in which we engage with others and blend perspectives, to learn about diverse cultures, to explore who we are and where we come from and to accept one another without prejudice. The Utica University Mission and Values Statement includes a commitment to fostering diversity in perspective, background, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas.
Commitment to Supporting and Hiring VeteransUtica University is a comprehensive, independent, private institution founded in 1946 to offer options for higher education study to veterans returning from the Second World War. More than seventy years since veterans returned from WWII, this tradition of serving veterans is still held in high regard here at Utica University, and we are proud to welcome veterans as students and as valued members of our faculty and professional staff.

Job Type: Full-time