Client Services Assistant

University of South Florida; Tampa (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

University of South Florida's Student Health and Wellness Center is seeking a Client Services Assistant to ensure access to care across four USF locations. You will handle registration, scheduling, and front-desk duties, interacting with students by phone, online, or in person.

The role emphasizes punctuality, reliability, attention to detail, multi-tasking and strong customer service. Full-time, 40 hours per week, on-site in Tampa.

Qualifications

• This position requires a high school diploma or equivalent with two years of office or administrative support experience.
• Testing may be required to assess competency on word processing software.
• Preferred: experience with EMR and Microsoft 365 apps (Outlook, Word, Excel, Teams).

Responsibilities

• Register patients, schedule appointments, check in/out, and post self-pay charges in EMR per HIPAA rules.
• Greet and assist callers, visitors, and patients; verify student eligibility to access SHWC.
• Scan insurance cards and IDs; manage data entry according to guidelines.
• Process online appointment requests and respond to EMR inquiries via phone, email, and chat.
• Assist clinical team with scheduling requests; monitor live chat and process requests promptly.
• Support SHWC Compliance Office with immunization and lab compliance scheduling.
• Attend meetings and perform additional duties to support SHWC mission.
• Other duties as assigned.

Skills

Punctuality

Reliability

Attention to detail

Multi-tasking

Customer service

Education

High school diploma or equivalent

Two years office/administrative experience

Tools

EMR System

Microsoft Outlook

Word

Excel

Teams

Job description

Job DescriptionThe Student Health and Wellness Center (SHWC) is a primary care medical clinic for USF Students, Physicians, nurse practitioners, physician assistants, and nurses provide medical evaluation and care by appointment. Specialty services include sexual health & gynecology, dermatology, sports medicine, travel medicine, psychiatry, and antigen clinic. Lab services are available on site, as well as aiding students with immunization, insurance compliance, and administering the student health insurance plan.

The Client Services Assistant (CSA) ensures access to Student Health services at all 4 locations for USF's student populations via the phone, online or in-person. The CSAs are part of the SHWC Patient Services Team and are assigned as needed to work the Call Center or Front Desk on multiple floors/locations. Therefore, this position serves as a vital link in the communication chain between the patient and caregiver and access to the services provided at all locations.

Special Skills or Training: Punctuality, reliability, attention to detail, ability to multi-task and strong customer service skills are pivotal to this role.

This position requires full-time availability and is scheduled for 40 hours per week

Responsibilities

• Responsible for patient registration, scheduling, check in/out, and posting self-pay medical charges and payments, while ensuring that confidential patient information (demographics and insurance data) is accurately entered or updated into the current electronic medical records operating system (EMR) while adhering to HIPAA guidelines and current scheduling guidelines. Additional duties include greeting and assisting callers, visitors, and patients. Verifying student eligibility to access SHWC, scanning insurance cards and ID Cards. Efficiently work with other programs utilized by SHWC in order to assist with scheduling effectively or obtaining information to perform daily duties
• Process online appointment requests and respond to EMR questions/requests and with patients via phone, emails and EMR while handling incoming calls and walk-ins.
• Assists SHWC clinical team with registration and scheduling requests. Monitor live chat with clinical staff and process requests in timely manner.
• Assists SHWC Compliance Office with with registration and scheduling requests for immunizations and lab compliance appointments.
• Attends meetings, completes special assignments and performs other administrative duties as required to support the mission and function of the unit and SHWC.
• Performs other duties as assigned.

Qualifications

Minimum Qualifications:

• This position requires a high school diploma or equivalent, with two years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Testing may be required to assess competency on word processing software.

Preferred Qualifications:

• At least 2 years of General Office, Clinical or Call Center environment with one year of experience working with electronic medical records operating system (EMR), Microsoft Outlook, Word, Excel and Teams.

About Us

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF‘s rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida’s best large employers, ranked No. 1 among the state’s 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF’s Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu.

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws: The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.