Office Assistant, Counseling Center & Student Health Services

St Thomas University; Miami Gardens (FL); On-site; USD 30,000 - 42,000; Full time

Job summary

St. Thomas University is seeking an Office Assistant for the Student Health Services & Counseling Center in Miami Gardens. The role provides daily administrative support, schedules appointments, manages student health insurance information, and maintains immunization records.

You will assist staff, greet students, and help keep confidential files up to date. Qualifications include a high school diploma (associate/bachelor's preferred), 1–3 years’ office experience, strong communication, and

Qualifications

• High school diploma or equivalent required; associate or bachelor’s preferred.
• 1–3 years office/administrative/receptionist experience, preferably in health services or higher education.
• Proficiency with computers: MS Office and Outlook; willingness to learn current tech.

Responsibilities

• Greet students as office receptionist and ensure timely service.
• Schedule appointments for health services staff; handle inquiries by phone or in person.
• Coordinate student health insurance information with the Business Office; assist enrollment.
• Collect, review, and process student immunization records.
• Maintain confidential student files, including health insurance data.
• Prepare and distribute materials for mailings and department correspondence.
• Order and track office supplies; process related invoices and expenses.
• Maintain and update department website pages as needed.
• Perform other duties as assigned by the department.

Skills

communication

interpersonal skills

confidentiality

independent work

attention to detail

Education

High school diploma or equivalent

Tools

Microsoft Office

Outlook

Job description

Job Details

Job Location: MIAMI GARDENS, FL 33054, Position Type: Full Time, POSITION SUMMARY:

Reporting to the Student Health Services & Counseling Center, the Office Assistant provides daily administrative and clerical support to the Center, schedules appointments, oversees the student health insurance program, vaccinations and immunization records, and assists the health services and counseling center staff by scheduling appointments and maintain student records.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

• Serves as the office receptionist by greeting students and ensuring they are served in a professional manner and within a reasonable time.
• Schedules appointments and assists the Director and Personal Counselor with receiving, screening, and returning telephone calls as appropriate.
• Coordinates the student health insurance program in cooperation with the STU Business Office to ensure students are providing accurate insurance information or enrolling in the STU student health insurance program.
• Collecting, reviewing, and processing Student Immunization Records.
• Maintains confidential student files including maintaining accurate records of student health insurance information.
• Prepares, assembles, and distributes materials for mailings and correspondence related to the department.
• Orders and maintains office supplies and processes related invoices and expenses.
• Manages the department's website pages and provides updates as needed.
• Performs other duties for the department and division as assigned.

SUPERVISION EXERCISED

Supervise student employees.

QUALIFICATIONS: POSITION QUALIFICATIONS/SPECIFICATIONS

• High school diploma/degree required; associate or bachelor's degree preferred.
• 1-3 years office, administrative, secretary, or receptionist experience required, preferably in a health service, medical office, or higher education setting.
• Knowledge and use of computers including Microsoft Office packages and Outlook. A willingness to develop computer skills and adjust to current technology as required.
• Strong communication and interpersonal skills; student and family focused.
• Understanding and commitment to maintain privacy and confidentiality.
• Professionalism and strong customer relations skills needed to interact with students, families, staff, and faculty.
• Ability to work independently and follow through with tasks and responsibilities with an attention to detail.
• Ability to maintain confidential information with the utmost discretion and sensitivity (Title IX, FERPA, HIPAA).