Medical Administrative Assistant, CAPS

University of Arizona; Tucson (AZ); On-site; USD 23,000 - 28,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid vacation

Sick leave

Job summary

University of Arizona’s Campus Health Service CAPS is seeking a Medical Administrative Assistant to support a multidisciplinary team, including reception, scheduling, and medical intake. The role interfaces with students, parents, medical staff, and pharmacies, requiring sensitivity to diverse backgrounds.

The position emphasizes accurate records, insurance verification, and efficient front-desk operations across CAPS locations. A strong customer-service orientation and teamwork are essential.

Qualifications

• High school diploma or equivalent required.
• Three years of relevant work experience or equivalent combination of education and experience.

Responsibilities

• Provide reliable, professional support for CAPS with the mental health staff.
• Schedule appointments for counseling and psychiatry staff using an electronic scheduling system.
• Receive and relay messages accurately from callers and providers.
• Assist students and service users with information based on policies and procedures.
• Enter and retrieve patient information in the EMR; handle billing and daily deposits.
• Confirm insurance coverage and enter details into the EMR.
• Take minutes at CAPS meetings and disseminate electronically.
• Ensure front desk coverage across CAPS locations and work with the team.

Skills

Communication skills

Multitasking

Calm under pressure

Teamwork

Customer service

MS Office familiarity

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Medical Administrative Assistant, CAPS

The University of Arizona, Campus Health Service (CHS) seeks a qualified candidate for the position of Medical Administrative Assistant. The Medical Administrative Assistant demands high levels of judgment and discretion, comfort, and sensitivity to a wide array of cultural and individual differences and lifestyles. The position requires consistent attendance, the ability to multitask despite frequent interruptions, an ability to remain calm under pressure, and a helpful demeanor; both in person and over the phone. In addition to reception and phone duties, frequent interfaces with computer systems is necessary. It involves a combination of clerical duties and basic medical intake procedures, interfacing with students (patients), parents, medical staff, pharmacies, and other counseling and medical providers.

The CHS was the first fully accredited college health service in the nation and in the Princeton Review, the CHS has been ranked in the top 4% for Best Health Services for the past twelve years. The CHS is committed to positioning itself as an exceptional student health center by fostering an environment that encourages, supports, and celebrates all of our employees and the community we serve. It is a sundry organization of over 150 employees who are committed to improving the health and safety of college students. For more information on the CHS, please go to https://www.health.arizona.edu.

Counseling & Psych Services (CAPS) is committed to supporting the mental health and wellbeing of all students by creating an environment of trust, respect, and openness. We are dedicated to honoring individual differences and experiences. We recognize that mental health is deeply impacted by experiences of marginalization and oppression and strive to work with our clients in a culturally informed and sensitive manner. At CAPS and CHS, we believe that cultural responsiveness requires continuous learning, both personally and as an organization, and we are committed to making CAPS a safe, affirming, and welcoming space for staff and for all University of Arizona students.

Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please.

Duties & Responsibilities

• Provide a reliable, attentive, and professional support for a multi-disciplinary mental health staff.


• Schedule appointments for counseling and psychiatry staff, both by phone and in person, utilizing an electronic scheduling system with multiple coding elements.


• Receive a relay messages accurately from callers, providers, and phone message lines.


• Assist students and other service users by answering questions and/or providing information based on a thorough knowledge of departmental policies and procedures.


• Enter and retrieve relevant patient information, utilizing the electronic medical record; ensure accurate billing & daily deposits using a variety of accounts.


• Confirm insurance coverage and enter coverage details into electronic medical record system.


• Take accurate minutes at CAPS; type and disseminate these electronically, in a coherent and timely manner.


• Work cooperatively as a team to ensure consistent coverage at the CAPS front desk in multiple locations.


• Attend relevant meetings, as indicated.


• Scan information into the medical record.


• Assist with the monitoring and ordering of office supplies.


• Additional duties as assigned.

Knowledge, Skills and Abilities

• Ability to navigate and be sensitive to a wide range of personal experiences, perspectives, and issues.


• Exceptional face to face, telephonic and online communication skills.


• Ability to remain calm under pressure, exude a helpful demeanor; and display a professional customer service orientation.


• Ability to work collaboratively and effectively as a member of a team.


• Comfort and familiarity with operating Windows based computer and multi‑line telephone system; an ability to utilize an electronic scheduling system.


• Proficient in Microsoft programs, including Word, Excel, and PowerPoint.


• Knowledge of basic record keeping, standard office procedures, and skill operating current office equipment.


• Ability to multi‑task and manage information from multiple sources.


• Ongoing First Aid and CPR certification.


• Exceptional interpersonal skills.

Minimum Qualifications

• High school diploma or high school diploma equivalency is required.


• Three years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Ambulatory health clinic experience, especially in a mental health clinic setting.


• Two years of medical office experience; especially with adolescent or young populations.


• Experience with electronic medical records.

Job Information

Department: Campus Health and Wellness

Location: Tucson Campus, Tucson, AZ USA

Posting Number: req27417

Grade: 3

Career Stream and Level: OC2

Job Family: Health Admin

Job Function: Health Care & Wellness

Type of criminal background check required: Fingerprint criminal background check (security sensitive due to title or department)

Number of Vacancies: 1

Open Date: 10/21/2026

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Special Instructions to Applicant: (none)

Contact Information for Candidates: [e-mail]

Benefits Eligible: Yes - Full Benefits

Contract and Working Hours

Full Time

40 hours per week

Hourly rate

$16.50 - $20.63 per hour

Non-Exempt (FLSA)

Compensation Guidance

The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.

The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Additional Details

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Health Care and Wellness

Compensation Type: hourly rate

Grade Range: OC2