Administrative Assistant of Health Services

Saint Peters University; Jersey City (NJ); On-site; USD 32,000 - 36,000; Full time

Benefits offered by this job

Paid Time Off

Health insurance

Life Insurance

Retirement plan (401(k) with options)

Tuition remission

Employee assistance program

Job summary

Saint Peter’s University is seeking an Administrative Assistant to serve as the primary contact for the Health Services Department. You will handle front desk duties, manage EHRs in PyraMed, and support email communications and immunization tracking.

The role requires 2–5 years of administrative experience, familiarity with HIPAA/FERPA privacy rules, and the ability to support campus events throughout the year at our Jersey City campus.

Qualifications

• 2–5 years of secretarial or administrative office experience, preferably in healthcare or higher education.
• Experience with EHR systems and privacy regulations is preferred.

Responsibilities

• Greet students and visitors; manage front desk operations with professionalism and confidentiality.
• Maintain, update, and audit student electronic health records (EHR) using PyraMed.
• Handle department email communications and calendar coordination.
• Assist with campus events and provide day-to-day admin support.

Skills

Front desk operations

Customer service

EHR management

Microsoft Office

Communication

Education

High School Diploma

Associate or Bachelor’s degree preferred

Tools

PyraMed

Google Drive

Microsoft Office Suite

Shared inbox/calendar management

Job description

Job Details

Job Location: Jersey City, NJ 07306, Position Type: Full Time, Salary Range: $23.00 - $26.00 Hourly, About Saint Peter’s University

Saint Peter’s is one of 27 Jesuit colleges and universities in the United States. Established in 1872, the University blends a unique learning experience shaped by rigorous academics, internships that provide real-world experience, community service, and a genuine, caring community that supports alumni long after graduation. Saint Peter’s offers more than 50 undergraduate majors as well as master’s level and doctorate program.

Saint Peter’s University’s diverse campus community, collegial and inclusive culture, and commitment to excellence, education, innovation and community engagement contribute to our success and ensures our employees flourish. The University merges quality academics, distinguished and exceptional faculty and staff, and modern facilities to engage and challenge its 4,000 students who share in the desire to shape the future through insight, intellectual exploration, discernment, and community service and engagement.

Job Summary

This position encompasses secretarial, technical, and operational coordination skills of considerable difficulty, involving independent judgment and a strong emphasis on customer service. The Administrative Assistant serves as the primary point of contact for the Health Services Department. Duties include performing general office functions, managing electronic health records (EHR) in PyraMed, overseeing department email communications, tracking student immunization compliance, and supporting campus events throughout the year. Thorough knowledge of department functions, privacy regulations (HIPAA/FERPA), and university policies is essential.

Duties and Responsibilities

• 1, Front Desk Operations & Customer Service
  • Provide exceptional, high-touch customer service as the initial point of contact for students, visitors, parents, and campus partners.
  • Greet visitors warmly, answer phone inquiries, and manage front desk operations with a high level of empathy, professionalism, and confidentiality.
• 2. Electronic Health Records & System Management
  • Maintain, update, and audit student electronic health records and files accurately using the PyraMed system in strict accordance with privacy guidelines.
  • Input patient intake data, update medical history documentation, and assist students with navigating the PyraMed student health portal.
  • Prepare statistical data and record summaries for monthly and annual departmental reports.
• 3. Immunization Compliance & Outreach
  • Actively track and monitor student immunization records in PyraMed to ensure compliance with university and state health requirements.
  • Conduct continuous proactive outreach and follow-up with incoming and returning students to request, collect, and verify required health and immunization documentation.
• 4. Department Communication & Email Management
  • Manage and monitor the primary Health Services email account, ensuring timely, professional, and clear responses to all incoming student and administrative inquiries.
  • Compose routine correspondence and departmental notices while adhering to strict privacy regulations.
• 5. University Events & Campus Engagement
  • Represent and support the Health Services Department at major university events throughout the calendar year (e.g., Student Orientation, Wellness Fairs, Move-In Weekends, and Vaccine Clinics).
  • Assist with event planning, logistics, setup, and distribution of health and wellness educational materials.
• 6. General Office Support
  • Schedule appointments for the clinical staff.
  • Assist with maintaining inventory levels of medical and office supplies.
  • Provide suitable assignments and day-to-day guidance to work-study student employees.
  • Operate and maintain office equipment, ensuring related logs and documentation are kept up to date.
  • Perform other job-related duties as assigned.
  • Any other duty or responsibility assigned by the supervisor.

Hourly Range

$23.00 - $26.00

Benefits

Key Benefits Include

• Paid Time Off: Paid holidays, personal days, vacation, and sick leave
• Health Coverage: Health insurance, dental insurance, and vision insurance
• Life Insurance: Employer-provided life insurance
• Life & Disability Insurance: Voluntary life and voluntary disability coverage
• Retirement Savings: 401(k) plan with Roth and Traditional options
• Tuition Remission: An attractive tuition remission policy for employees and their dependents
• Additional Perks: Employee Assistance Program (EAP), Voluntary Legal plan, FSA and more

The well-being of our employees is a priority for our University, and we are committed to promoting your success and well-being.

Qualifications: Required Qualifications

• 2–5 years of secretarial or administrative office experience, preferably in a healthcare, medical clinic, or higher education setting
• Organizational, communication, and interpersonal skills.
• Ability to work independently and collaboratively in a dynamic environment.
• Commitment to community engagement, service, leadership development, or related work.

Preferred Qualifications

• Experience developing and maintaining community partnerships.
• Experience working directly with community-based organizations.
• Familiarity with service-learning, civic engagement, volunteer management, or leadership development programs.

Education

• High School Diploma required; Associate or Bachelor’s degree preferred.

Experience

• Hands-on experience with Electronic Health Record (EHR) systems—experience with PyraMed is strongly preferred. Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Drive, and shared inbox/calendar management.

Working Conditions

• Academic Year: On-campus presence required during regular operational hours throughout the academic year to support student care.
• Summer Schedule: Potential opportunities for hybrid or remote work flexibility during summer operating periods, subject to departmental approval and operational needs.
• Events: Occasional evening or weekend availability required to support scheduled university-wide events across the calendar year.

Physical Requirements

• Ability to sit or stand at a desk/reception station for extended periods while assisting students and using a computer. Occasional lifting and moving of light equipment, promotional materials, or medical supply boxes (up to 20 lbs) for university events and office setup.