Office Assistant, Counseling Center & Student Health Services

St Thomas University Inc; Norland (FL); On-site; USD 30,000 - 36,000; Full time

Job summary

St Thomas University Inc. seeks an Office Assistant to support the Student Health Services & Counseling Center.

The role handles front-desk reception, appointment scheduling, insurance coordination, and immunization records, while maintaining confidential student files and processing related materials. Responsibilities include website updates, supplies management, and supervision of student workers, with a strong emphasis on privacy and professional student service.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s preferred.
• 1–3 years office/clerical experience, preferably in health services, medical office, or higher education.
• Proficiency in Microsoft Office and Outlook; willing to develop computer skills as needed.
• Strong communication and interpersonal skills; customer-focused with professional demeanor.
• Ability to maintain privacy and confidentiality (Title IX, FERPA, HIPAA).

Responsibilities

• Greet students as office receptionist and ensure services are provided promptly and professionally.
• Schedule appointments and assist Director and Personal Counselor with inquiries.
• Coordinate student health insurance information and enrollment with the Business Office.
• Collect, review, and process immunization records; maintain confidential student files.
• Prepare, assemble, and distribute materials for mailings and correspondence.
• Order and track office supplies and process related invoices.
• Maintain and update department website content as needed.
• Supervise student employees and perform other duties as assigned.

Skills

Communication skills

Interpersonal skills

Customer service

Attention to detail

Education

High school diploma

Associate degree

Bachelor's degree

Tools

Microsoft Office

Outlook

Job description

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.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).