Department Assistant 2

Case Western Reserve University; Cleveland (OH); On-site; USD 22,000 - 31,000; Full time

Job summary

Case Western Reserve University is seeking an organized Department Assistant 2 to support University Health and Counseling Services staff and leadership. The role includes front desk duties, scheduling, EMR data entry and basic bookkeeping, with emphasis on accuracy and patient service.

First contact for students and staff, you will rotate among UHS locations, maintain records, process payments, prepare routine reports, and assist in coordinating meetings and events.

Qualifications

• 3–5 years of related administrative experience.
• High school diploma required; Associate’s degree preferred.
• Proficiency with EMR, PowerPoint, Excel and Word.

Responsibilities

• Perform front desk duties: greet, schedule appointments, answer calls, check in students; manage registrations in EMR and payments.
• Provide admin support to department directors; prepare reports, briefings, letters and memos; coordinate meetings and communications.
• Assist patients, refer to staff; understand UHS offerings to better help students; support departmental operations.

Skills

Accounting

Budgeting

Organizational skills

Communication skills

Discretion

Confidentiality

EMR systems

PowerPoint

Excel

Word

Email

Database management

Data downloading

Advanced spreadsheets

Judgment and decision making

Student support/advocacy

Attendance

Face-to-face interaction

AI tools

Collaborating with clinical staff

Academic environment understanding

Education

High school

Associate’s degree preferred

Tools

EMR

Job description

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.32 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

POSITION OBJECTIVE

Working under general direction, the Department Assistant 2 provides administrative support to University Health and Counseling Services executive staff and department directors. This position will also assume administrative responsibilities in support of clinical services at University Health and Counseling Services in addition to providing exceptional customer service to all students, faculty, staff, and visitors. Assignments may be long term and require the individual to rely on own resources in task accomplishment. Consistent with the values of Case Western Reserve University and University Health and Counseling Services, this position will be expected to contribute to building a welcoming community.

Essential Functions

• Perform a variety of clerical front desk duties, in coordination with clinical staff at University Health and Counseling Services. Serve as the department’s first contact for greeting, scheduling appointments, telephone calls, messaging and checking in students at University Health and Counseling Service, including maintaining waiting room flow in coordination with clinical staff. Input registration, scheduling and chart modules (where needed) in Electronic Health Record. Maintain accounting/bookkeeping records for department, including data entry into EMR and payment systems. Collect payments at time of services and record payments in appropriate systems and ensure patient accounts are marked as paid. Department Assistants will be expected to rotate between all University Health and Counseling Services locations. (40%)
• Provide administrative support for University Health and Counseling Services department directors and executive staff. Prepare and/or contribute to the preparation of routine and non-routine reports, briefings, presentations, letters and memoranda. Provide routine communication on behalf of the University Health and Counseling Services leadership team. Accept, screen and redirect incoming telephone calls; place out-going calls. Schedule, plan and execute meetings, events, and engagements (30%)
• Proactively assist patients to minimize patient issues. Using knowledge of the policies and procedures for students in crisis, and in consultation with clinical staff including nurses and counselors, refer students to the appropriate staff member in University Health and Counseling Services. Have a strong working knowledge of University Health and Counseling Services offerings and programs to better assist patients. (10%)

Nonessential Functions

• Provide support for operations and clinical staff members by assisting with various special projects to include data entry, scanning documents into charts, printing and distributing informational materials, participating in outreach events and scheduling meetings. (5%)
• Oversee general administrative operations in assigned locations to include maintaining an organized and clean workspace. Reporting any facility issues to Facilities Management or the Clinic Manager. Keep signage and informational materials up to date. Order supplies as directed by the operations leadership team and other duties as assigned. (5%)
• Serve as the department travel coordinator; maintain a strong understanding of the university policies and procedures. Ensure that all forms are completed correctly and in a timely manner. (5%)
• Perform other duties as assigned. (5%)

CONTACTS

Department: Daily contact with departmental providers, faculty and staff to coordinate workflow and ensure smooth operations.

University: Frequent contact with Access Services and Facilities for administrative operations of the department.

External: Frequent contact with parents and community support to exchange information. Frequent contact with vendors to order supplies and repair equipment.

Students: Daily contact with students, faculty, and staff while providing services to them at University Health and Counseling Services.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees.

Qualifications Experience: 3 to 5 years of related experience required.

Education: High school education required. Associate’s degree preferred.

Required Skills

• Accounting and budgeting skills.
• Strong organizational skills and careful attention to detail.
• Strong written and verbal communication skills.
• Ability to work collaboratively and set priorities.
• Tact, professionalism, integrity, reliability, maturity, discretion, and confidentiality are mandatory given the customers and the confidential nature of the data handled by the office.
• Must be very proficient in multiple computer platforms, including EMR¿s, Power Point, Excel, and Word. Proficient with email, database management and downloading data from internet websites
• Must be able to utilize advanced features of spreadsheets, graphics, etc.
• Ability to exercise sound judgment and good decision making to plan and accomplish goals.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors and customers face to face.
• Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
• Ability to work well with clinical staff team members and must be able to adjust quickly and cooperatively to changing clinical needs.
• Understanding of the academic environment and student concerns.

WORKING CONDITIONS

Standard Health and Counseling offices in a university campus setting; includes contact with patients presenting for care. University Health and Counseling Services has multiple campus locations. This position will rotate between the locations based on departmental needs. Staff may be required to adjust their assignments, as needed, depending on departmental, divisional and university needs.

Staff are expected to provide services on-site and in-person, with the understanding that there may be aspects of their role and responsibilities that could shift to virtual and/or via hybrid modalities, depending on university requirement, departmental need, public health guidance, and/or at the discretion of the Assistant Vice President of University Health and Counseling Services or their designee.

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.