Administrative/Support, Other Staff/Administrative, Staff/Administrative
Administrative Assistant III, Student Wellness Center
Utica College, a small comprehensive college in Upstate New York, is seeking applications for an Administrative Assistant III in the Student Wellness Center. This 12 month position provides a wide range of support for the Student Wellness Center, which houses Student Health and Counseling services. Reception duties include greeting all visitors to the office, electronic scheduling of medical and counseling appointments, and assessing situations in terms of psychological and medical seriousness. Duties include data entry of immunization and health information into the EMR, general office duties and correspondence, managing budgetary records, ordering supplies, designing outreach materials and bulletin boards, and assisting with programming. The Administrative Assistant will be required to exercise discretion and confidentiality in all interactions.
Through personal contact, staff supervision, and hall/campus programming, the Area Coordinator assists residents in their personal development to become well-rounded individuals. The Area Coordinator is responsible for creating an active and engaged atmosphere throughout the area that they oversee. A primary goal of the Area Coordinator is to assist both the individual members and the community as a whole in building connections to the larger campus community in order to foster an enhanced living environment. Though the Area Coordinator is responsible for multiple residential areas of campus, they assume a joint responsibility for the administration and quality of both the Student Living and College Engagement programs. Specific responsibilities include: supervision, development, and evaluation of student staff; student behavior; area/college-wide programming; development of an area-wide sense of community and pride; serve as a member of the professional on-call rotation for the residential campus.
In deciding whether to apply for a position at Utica College, candidates are strongly encouraged to consider the UC mission and culture to help determine their potential success at http://www.utica.edu/instadvance/marketingcomm/about/. Our Mission and Values Statement includes a commitment to fostering diversity in background, perspective, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas. At UC, diversity means that we are a community that represents a range of human experience and makes conscious choices to appreciate, respect, and learn from each other. Utica College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society.
Primary responsibilities include:
Primary contact person for the Student Wellness Center. Maintains a professional manner in all interactions. Performs general office receptionist duties to include greeting people, scheduling of medical and counseling appointments. Assist with scheduling of off campus appointments for ultra sounds, MRI’s etc. and coordinates with insurance companies to obtain the needed prior authorizations for testing and medications. Schedules all referral appointments with medical specialists in the community. Makes an independent decision on the gravity of student’s illness/concern and urgency of appointment. Facilitates communication between Student Wellness Center and all other departments, including preparation of monthly newsletters, special bulletins and health alerts to the campus community.
Follows NYS Public Health Law for immunization clearances. Manually enters all immunization and health data into EMR. Scans medical information received and uploads information to electronic chart. Manages highly confidential medical reports and correspondence on a daily basis, which includes strict compliance with HIPAA regulations. Assists in preparing and filing NYS immunization and vaccine reports. Runs immunization non-compliance reports and tracks all student health requirements for students. Works closely with other departments to ensure timely submission of needed medical information. Coordinates with Pyramed and IITS for management of computer services and information in Banner, and the EMR. Purges paper charts according to records retention schedule. Responds to requests for release of medical records. Assists with health insurance questions and inquiries regarding mandatory insurance requirement.
Assists both the Director of Health Services and the Director of Counseling in reviewing and preparing yearly budget. Monitors budget with revisions as necessary, keeping Director apprised of budget status. Coordinates and arranges for purchasing of supplies at the Directors request. Assists both with travel and payment arrangements for conferences. Submits travel expense reports. Prepares and submits monthly expense reports and contracted employee payments.
Communicates, corresponds and coordinates with departments concerning fieldwork requirements for Health Studies majors and other students volunteering in health care facilities. Assists in implementation and coordination of clinic, health and educational programs. E. Works with supervisor to develop specific goals that support Utica College’s operational plans. This is done at least annually through the annual performance evaluation process; however review of goals will occur throughout the year.
Responsible for working with supervisor and other team members to achieve successful results on all established individual and departmental goals and key performance indicators.
Complies with State, local and campus health and safety requirements, including annual training, education and immunizations. Adheres and responds to campus emergency management plans.
May perform other related duties as assigned and assist with special projects.
Two to five years minimum relevant office experience required, preferably in a medical setting.
Associate Degree required.
Knowledge of medical terminology preferred.
CPR/AED/First Aid certification. (required after starting)
To apply, submit a cover letter, resume, and a diversity statement. All positions at Utica College support the College’s mission and values in part by being active members of an inclusive environment. Please describe in your diversity statement how you would see yourself incorporating this into this role.
In line with the College’s Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee. For additional information on what to provide in your diversity statement please reference the diversity statement guide at the following link: https://www.utica.edu/hr/media/Diversity_Statement_Guide.pdf
Active consideration of candidates will begin on Tuesday, March 19, 2019, and continue until the position is filled. References will be checked for candidates invited to campus.
Utica College is an affirmative action, equal opportunity employer. We encourage applications from under-represented groups as well as individuals who have experience with diverse populations.
About Utica College
Founded in 1946, Utica College is a private comprehensive institution distinguished for its integration of liberal and professional study. Our dedicated faculty and staff have built a tradition of excellence in teaching and learning with particular emphasis on providing individual attention to students. The College enrolls approximately 3,700 students – approximately 2,700 undergraduates and 1,000 graduate students. A city of approximately 60,000, Utica is located at the foothills of the Adirondack Mountains in the Mohawk Valley region of upstate New York. The area offers easy access to a broad variety of cultural attractions, including the historic Stanley Performing Arts Center and renowned Munson Williams Proctor Arts Institute, as well as four-season recreation.