Medical Administrative Assistant, CAPS

UNIVERSITY OF ARIZONA; Tucson, Northern (AZ, KY); Hybrid; USD 23,000 - 28,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Tuition reduction

Retirement plans

Job summary

The University of Arizona Campus Health Service seeks a Medical Administrative Assistant to support a multi-disciplinary mental health team, manage front desk duties, schedules, and patient intake using an electronic medical record system. The role requires calm, professional customer service, ability to multitask, and sensitivity to diverse student populations.

It involves clerical tasks, billing support, and collaboration with CAPS and CHS staff across locations.

Qualifications

• High school diploma or equivalent.
• Three years of relevant work experience, or equivalent combination of education and work experience.
• Experience with electronic medical records is preferred.

Responsibilities

• Provide reliable, attentive, and professional support for a multi-disciplinary mental health staff.
• Schedule appointments for counseling and psychiatry staff, by phone and in person, using an electronic scheduling system.
• Receive and relay messages accurately from callers and providers.
• Assist students and service users by answering questions based on departmental policies.
• Enter and retrieve patient information in the EMR; assist with accurate billing and daily deposits.
• Confirm insurance coverage and enter details into the EMR.
• Take minutes for CAPS and disseminate electronically.
• Work with the team to ensure coverage at the CAPS front desk across locations.

Skills

Communication

Customer service

Calm under pressure

Team player

Windows OS

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Multitasking

Education

High school diploma

Tools

Electronic scheduling system

Electronic medical records (EMR)

Multi-line telephone system

Job description

Position Highlights

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 inthe top 4% for Best Health Services for the past twelve years. The CHS is committed to positioning itself as an exceptional studenthealth center by fostering an environment that encourages, supports, and celebrates all of our employees and the community weserve. 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 anenvironment of trust, respect, and openness. We are dedicated to honoring individual differences and experiences. We recognizethat mental health is deeply impacted by experiences of marginalization and oppression and strive to work with our clients in aculturally 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 andfor 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.

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.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

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.

FLSA

Non-Exempt

Full Time/Part Time

Full Time

Number of Hours Worked per Week

40

Job FTE

1.0

Work Calendar

Fiscal

Job Category

Health Care and Wellness

Benefits Eligible

Yes - Full Benefits

Rate of Pay

$16.50 - $20.63

Compensation Type

hourly rate

Grade

3

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 .

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

Target Hire Date

9/28/2026

Contact Information for Candidates

[e-mail]

Open Date

9/8/2026

Open Until Filled

Yes

Documents Needed to Apply

Resume and Cover Letter

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at [e-mail].