Administrative Assistant

Arcadia University; Glenside (PA); On-site; USD 28,000 - 40,000; Full time

Job summary

Arcadia University in Glenside seeks an Administrative Assistant for the Student Health Services (SHS). The 37.5-hour weekly, 10-month position supports daily administrative operations, greets students, manages appointments, and ensures privacy compliance under HIPAA and FERPA.

The role involves coordination with campus partners and front-line service to the university community. Applicants should have at least one year of related experience, strong communication skills, and proficiency with

Qualifications

• At least one year of related experience in a medical or university setting.
• CPR/AED certification or ability to obtain within 90 days.
• Strong HIPAA/FERPA privacy awareness and confidentiality.
• Excellent communication and customer service skills.
• Proficiency with Medicat, Salesforce, PowerCampus, and Microsoft Office.

Responsibilities

• Answer SHS phone lines and assist students with questions and resources.
• Greet patients, verify insurance, and complete check-out including electronic payments.
• Schedule and follow up on appointments and referrals.
• Maintain student health records and ensure privacy compliance.
• Coordinate health holds and communicate missing requirements to students.

Skills

Customer service

Communication

Organizational skills

Teamwork

Tools

MediCat

Salesforce

PowerCampus

Microsoft Office

Job description

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 elevate 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:

• 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.

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 University's 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. Arcadia's 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 www.arcadia.edu.

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