Administrative Assistant

Arizona State University; Tempe (AZ); On-site; USD 29,000 - 32,000; Full time

Benefits offered by this job

Tuition Reduction Program

Health insurance

Retirement plan

Volunteer time

Paid holidays

Job summary

Arizona State University seeks an Administrative Support Assistant 2 to manage patient scheduling, registration, and front-desk duties at its Counseling Services. The role supports clinical staff, handles referrals, and maintains HIPAA privacy while providing courteous service to students and faculty.

The position requires a high school diploma and 2+ years of relevant experience, with strong communication and experience in a fast-paced environment.

Qualifications

• High School Diploma and 2+ years of relevant experience or equivalent training.
• Experience with Electronic Health Records (EHR) systems.
• Understanding of HIPAA and patient confidentiality.
• Strong communication and customer service skills.
• Ability to manage high-volume phone inquiries and scheduling.

Responsibilities

• Schedule patients for appointments and ensure accurate registration.
• Provide high levels of customer service to students, staff, and families.
• Support clinical staff and assist with referral documentation.
• Participate in Quality Assurance reporting and data entry in EMR.
• Maintain HIPAA compliance and protect patient privacy.
• Handle phone queues with professional etiquette and efficiency.

Skills

Customer service

HIPAA knowledge

EHR familiarity

Phone handling

Scheduling

Communication

Education

High School Diploma

Tools

Electronic Health Records (EHR)

Job description

Job Profile

Administrative Support Assistant 2 Non-Exempt

Job Family

Administrative Support

Time Type

Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications

High School Diploma and two-years (2) experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Description

RATE OF PAY

$21.48 per hour

The Front Desk Administrative Assistant maintains responsibility for engagement, scheduling, and interfacing with all incoming patients to ASU Counseling Services. This job requires a strong understanding of the University student population and sensitivity to the mental health needs of the community. Familiarity with electronic health record systems and experience in phone queue metrics is important. The position works closely with administrative and clinical staff in the completion of registration of patients, scheduling, appointment management, referral completion, management of a high volume of telephone calls, and scanning of documentation. An understanding of HIPAA and patient confidentiality is also imperative. Familiarity with university support systems is also beneficial. The position requires the use of judgment and initiative to determine the best approach for urgent and non-urgent patient care needs. Participation in Quality Assurance reporting is also an aspect of the position to determine sound approaches to engaging in high levels of patient care. Other duties may be assigned that align with the needs of an office environment.

What’s In It For You

Arizona State University offers a comprehensive benefits package that includes valuable employee benefits to enhance the total compensation of its staff. This package includes: (Click here to explore options) Tuition Reduction Program for staff members, their spouses, and dependents, available on day one. Low-cost health, dental, vision, and life insurance benefits. Retirement program designed to promote long-term savings and provide income upon retirement. Paid time for volunteer and professional development. 10 Paid Holidays and competitive Vacation and Sick accruals each Pay Period. Wellness program for preventative health education and screenings. Disability and leave program for income protection. Employee assistance for free and confidential behavioral health services. ASU Discounts to sports/events, along with discounts from ASU partnerships.

Days and Schedules

Two positions will be hired with primary work assignments at the ASU West Valley and ASU Polytechnic campus locations (one staff member each). This position requires travel to all four ASU campus locations on occasion for trainings, meetings and staffing needs. Ability to be flexible with assigned work locations will be required. This is a full-time position with established work hours 8am-5pm, Monday through Friday. Evening and weekend hours my occasionally be required.

Essential Duties

• Maintaining accuracy in scheduling patients to meet with mental health providers
• Providing high levels of customer service to students, faculty, staff, family members, and other university partners who contact the counseling center by phone through the phone queue system
• Providing support to clinical service providers
• Assisting intermittently with the completion of referral documentation to outside providers
• Participation in Quality Assurance reporting to ensure high levels of customer service provision
• Utilizing Electronic Medical Records functions to document all pertinent information
• Completing registration of patients into the electronic health record
• Organizing and prioritizing workload based on acuity
• Maintaining confidentiality by following all applicable HIPAA regulations
• Utilizing excellent telephone etiquette and customer service skills
• Maintaining knowledge of the university community and being a detail-oriented team member who demonstrates enthusiasm and has a caring commitment to the patient
• Responsible for taking a leadership role in cultivating, creating, and ensuring student participation in ASU
• Spirit, Pride, and Tradition, while instilling institutional affiliation and college pride.

Desired Qualifications

• Front office and healthcare experience
• Experience in scheduling and management of appointments
• Experience in utilizing an EHR (electronic health record) system
• Evidence of effective communication skills
• Experience in customer service skills
• Experience in utilizing a multiline phone and/or call center
• Demonstrated knowledge of health records, privacy and security regulations
• Experience in multitasking and making accurate decisions based on client and clinician needs

Working Environment

• Use computers effectively, including inputting, reviewing, and retrieving information, extended periods of screen viewing, and using the mouse and keyboard
• Work in an office setting and use office equipment (e.g. scanners, printers, copiers, fax machines, telephones)
• Sitting or standing for extended periods of time
• Lifting or moving up to 45lbs.

Department Statement

Educational Outreach and Student Services (EOSS) is committed to enrolling all qualified students at Arizona State University and assisting them in their academic success. EOSS provides a broad range of services and support to students and prospective students, ranging from outreach efforts with K-12 schools, orientation programs for new freshmen, bridge programs to assist the transition to a university environment, and a wide variety of services, programs, and activities for enrolled students. EOSS has direct responsibility for multiple departments across four campuses, some of which include the Dean of Students, University Housing, Health Services, Counseling Services, Disability Resources, Memorial Union, TRIO programs, Sun Devil Fitness, Student Government, Student Media, Career Services, Access ASU, and others.

Driving Requirement

This position may require driving. Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.

Location

Campus: Tempe

Funding

No Federal Funding

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

ASU discounts to sports/events, along with discounts from ASU partnerships.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.