HornetCare Administrative Assistant

University of Lynchburg; Lynchburg (VA); On-site; USD 23,000 - 24,000; Full time

Benefits offered by this job

Generous paid vacation and personal/s+

Comprehensive insurance and retirement

Tuition remission

Life and disability insurance

Job summary

University of Lynchburg is seeking an Administrative Assistant to support HornetCare, Health and Counseling Services in Lynchburg, VA. The role involves clerical duties, scheduling, and managing patient records in compliance with FERPA/HIPAA.

Ideal candidates have a high school diploma, related experience in a medical setting, and proficiency with EMR systems, Google Workspace, and Microsoft Office. Competitive hourly pay and comprehensive benefits are offered.

Qualifications

• High school diploma required; post-secondary secretarial/administrative education preferred.
• Previous administrative experience, especially in medical/healthcare settings.
• Courteous, professional, customer-focused service with reliability and teamwork.

Responsibilities

• Answer inquiries in person or by phone, manage scheduling and notices.
• Maintain clinic schedules and verify patient records for compliance.
• Handle day-to-day clerical tasks and medical record keeping per laws.
• Assist with data entry of immunizations and medical documentation.
• Coordinate office management duties and student account charges.
• Support Directors with operational tasks as needed.

Skills

Excellent communication

Customer service

Independent worker

Education

High school diploma

2-year degree preferred

Tools

Pyramed EMR

Virginia Immunization Information System

Google Suite

Microsoft Office

Job description

Job Details

Job Location: Lynchburg - Lynchburg, VA 24501, Position Type: Staff, Education Level: 2 Year Degree, Salary Range: $17.00 - $17.50 Hourly, Job Shift: Full time, The University of Lynchburg is seeking a Administrative Assistant to support and provide clerical functions and support services for HornetCare, Health and Counseling Services.

Essential Duties

• Maintains and safeguards confidential information in accordance with FERPA and HIPAA.


• Provides a welcoming environment to students in person or on the telephone (answers telephone inquiries and determines nature and urgency of inquiry, refers calls as appropriate, schedules appointments, and informs students of scheduling changes or procedures as needed).


• Maintains clinic schedule for HornetCare which includes scheduling, appointment notices, and verifying patient records are in compliance.


• Provides day-to-day clerical support for staff, which includes preparation of documents for each visit, collection of records and maintaining active and archived medical record keeping as mandated by current federal and state laws.


• Maintains proficiency in computer software necessary to perform job functions including: Pyramed EMR, Virginia Immunization Information System, Google Suite, and University’s computer information systems.


• Maintains and edits Health and Counseling Services front desk policies and procedures.


• Maintains and updates all correspondent information (technological and printed) in collaboration with the department Directors (i.e.,undergraduate and graduate catalog, Hornet, website, brochures, releases, etc.)


• Assists with data entry of immunizations and other medical documentation as directed by the Health and Counseling professionals.


• Receives, documents and coordinates pick-up by student of prescriptions delivered from outside pharmacy.


• Coordinates duties related to office management, including but not limited to maintenance of confidential and well organized health and counseling records, filing, computer statistical and information input, and ordering of office supplies.


• Facilitates the charging of student accounts as needed and assists with the maintenance of financial records for the budget.


• Participates in any training that may be required to keep up to date with the ever changing medical and higher education guidelines.


• Assist the Directors with other general operation management as requested and otherwise not listed above.

Qualifications: Qualifications & Skills

• High school diploma required, with additional post-secondary education preferred, particularly in secretarial, administrative, or medical-related fields.


• Previous administrative experience required; experience in a medical office or healthcare setting preferred.


• Demonstrated ability to provide courteous, professional, and customer-focused service.


• Proven reliability, sound judgment, and the ability to work independently while contributing effectively as part of a team.


• Strong oral, written, and interpersonal communication skills.


• Ability to take initiative, manage multiple priorities, and maintain a high level of accuracy and attention to detail.


• Proficiency with electronic medical records (EMR) systems, scheduling platforms, Google Workspace, and Microsoft Office.


• Strong organizational, time-management, and administrative coordination skills.

Benefits

• Generous paid vacation, personal days, paid sick time and family leave, comprehensive insurance (medical, dental, vision, etc.) and retirement plans, flexible spending account, tuition remission, life and long-term disability insurance, and more.

Learn more about employment benefits at the University of Lynchburg.

About the University

The University of Lynchburg embraces diversity in its broadest sense. We will cultivate an inclusive, equitable, and safe campus climate grounded in mutual respect and understanding, where all members of our diverse learning community - alumni, employees, learners, visitors, and volunteers- can thrive. The University of Lynchburg is an equal-opportunity employer.