Wellness Staff Assistant

Rochester-Institute-of-Technology; City of Rochester (NY); On-site; USD 23,000 - 29,000; Part time

Job summary

Rochester Institute of Technology’s Counseling & Psychological Services (CaPS) seeks a Wellness Staff Assistant to be the student-facing front line, coordinating appointments and guiding visitors with professionalism and care. You will handle information about confidentiality, visit procedures, and health requirements while supporting CaPS operations.

The role emphasizes accuracy in records, timely responses, and comfortable use of electronic health systems in a fast-paced campus environment.

Qualifications

• High School diploma or GED required or equivalent.
• At least 2 years of relevant administrative experience.
• Experience with medical or counseling office settings is a plus.

Responsibilities

• Greets students, visitors, and callers at the front desk in a welcoming, professional manner.
• Schedules and manages appointments using electronic health systems.
• Provides information on services, confidentiality, and health requirements.
• Reviews immunization records and required documentation per regulations.
• Handles calls, payments, and maintains electronic records.
• Maintains confidentiality and supports department operations with sound judgment.

Skills

Front desk operations

HIPAA compliance

EHR systems

Communication skills

Multitasking

Diversity awareness

Education

High School diploma or GED

2 years relevant experience

Tools

EHR software

Appointment scheduling software

Payment processing software

Job description

Position Highlights

The Wellness Staff Assistant serves as a key member of Counseling & Psychological Services (CaPS), creating a welcoming, supportive, and professional environment for students seeking mental health services. As a primary point of contact for students, visitors, and callers, this position helps students navigate access to care by providing information about available services, appointment procedures, confidentiality practices, and health requirements. This role supports the daily operations of CaPS by coordinating appointments for healthcare providers, assisting students with required documentation, and maintaining accurate records within electronic health systems. The Wellness Staff Assistant performs a variety of administrative functions, including answering phones, processing payments, managing electronic records, and supporting compliance with confidentiality and regulatory requirements. Through professional and compassionate interactions, this position contributes to a positive student experience and supports timely access to mental health services. Our Ideal Candidate is: Customer service-oriented with a genuine commitment to supporting student well-being. Highly organized with the ability to manage multiple priorities and maintain attention to detail. Strong verbal and written communication skills with a professional and compassionate approach. Demonstrates discretion, sound judgment, and the ability to handle sensitive and confidential information. Comfortable working in a fast-paced environment while maintaining accuracy and professionalism. Proficient with technology and electronic record systems, with the ability to learn new systems quickly.

Counseling and Psychological Services

Counseling & Psychological Services is dedicated to supporting the emotional health, well‑being, and success of RIT students. Through confidential, culturally responsive mental health services, CaPS fosters a safe, welcoming, and respectful environment where students can thrive academically and personally. In addition to providing direct counseling services, the department offers graduate clinical training in counseling, social work, and psychology, while partnering across campus to deliver consultation, education, and outreach that strengthen the well‑being of the entire RIT community.

Essential Duties & Responsibilities

• Greets and assists students, visitors, and callers, creating a welcoming and professional front desk experience
• Schedules and manages appointments for medical and mental health providers using electronic health systems
• Provides information on available services, appointment procedures, confidentiality policies, and health requirements
• Reviews and processes immunization records and other required health documentation in accordance with university and state regulations
• Handles administrative tasks including answering phones, processing payments, maintaining records, and managing electronic files
• Maintains confidentiality and supports departmental operations by exercising sound judgment and professionalism
• Other duties as assigned

Knowledge, Skills, & Abilities

• Knowledge of medical office procedures, terminology, and front desk operations in a clinical or wellness setting
• Knowledge of confidentiality standards, HIPAA regulations, and university policies related to student health services
• Skill in using electronic health record (EHR) systems and appointment scheduling software
• Skill in providing clear, courteous, and professional communication in person, by phone, and electronically
• Ability to manage multiple tasks efficiently in a fast‑paced environment while maintaining accuracy and attention to detail
• Ability to interact effectively with diverse populations and maintain a welcoming and inclusive environment

Minimum Education & Experience

High School diploma or GED 2 years of relevant experience Equivalent combination of experience and education may be considered

Job Level Overview

Operations, Administrative, Service, or Technical Support Level 1 - An entry‑level role building knowledge and skills. Performs routine, well‑defined, easy‑to‑understand tasks that can typically be learned in a short period of time. Work is performed under close supervision using clearly prescribed methods and detailed instructions.

FLSA Category

Non-Exempt

Work Location

On Campus

Compensation

$16.90 - $20.80

Additional Details

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity or gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to [e-mail]. Determinations on requests for reasonable accommodation will be made on a case‑by‑case basis.

About the Institution

Founded in 1829, Rochester Institute of Technology has a long‑standing history of innovation that blends the arts, technology, and experiential learning. In addition to its main campus in Rochester, New York, RIT maintains a strong international presence with over 100 active global partnerships and international campuses in Croatia, Dubai, and Kosovo. As of Fall 2024, total student enrollment across all campuses exceeded 21,000. Nationally recognized for its co‑op and internship programs, RIT is supported by more than 4,000 dedicated faculty and staff members committed to student success. Its 1,300‑acre suburban campus features cutting‑edge facilities that reflect RIT’s strengths in applied research, design, and workforce development.