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University of the Pacific
California, United States
Salary Not specified
Date posted
May 20, 2024

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Position Type
Faculty Positions, Health & Medicine, Other Health & Medicine
Employment Level
Employment Type
Full Time

Job Details

Health & Wellness Administrative Assistant

Primary Purpose:
Reporting to the Clinic Operations Manager, the Health and Wellness Administrative Assistant serves as the first point of contact for students to access Student Health Services (SHS) and Counseling and Psychological Services (CAPS). Under general supervision and direction, provides administrative support to CAPS and SHS in fulfilling both departments' objectives to support student mental and physical health.

Essential Functions:
  • Perform excellent culturally competent customer service with the ability to address and resolve client dissatisfaction or concerns, and refers client concerns to the appropriate individual for resolution, as necessary.
  • Responsible for maintaining and documenting clinical records and forms within our Electronic Health Records systems (EHR) and maintaining the integrity of confidentiality of student medical information.
  • Provides cross-coverage for SHS and CAPS through performing basic administrative, clerical, and technical supportive tasks that include, but are not limited to: answering phone calls, scheduling appointments, scanning documents, updating and verifying demographic information for accuracy, helping to prepare outreach/programming materials, and managing clinical schedules for CAPS and SHS for all campus locations.
  • Provide referrals to other services when warranted.
  • Monitor and collect payments, outstanding student balances, and no-show fees. Perform basic account/record keeping functions by posting all client transactions, confirming accuracy of the ticket, and accounting for all monies and credit transactions received for services and fees by the end of each working day.
  • Performs opening and closing procedures.
  • Follow policies and procedures for SHS and CAPS and report process improvement needs to the Clinic Operations Manager.
  • Performs other duties as assigned or requested.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

This position does NOT serve as a Campus Security Authority (CSA) as outlined by the Clery Act. CSAs have federally mandated responsibilities to report crimes that are reported to them. This position serves as a Confidential Resource except as prohibited by law.

Minimum Qualifications:
  • Two (2) years of post high school education (Two (2) years of full-time experience in the same/similar position is equal to one (1) year of completed post high school education coursework).
  • One (1) year of related work experience in a health setting.

Preferred Qualifications:
  • Strong interpersonal and customer service skills.
  • Ability to effectively prioritize work and ask for support when needed.
  • Ability to compose and properly format basic business letters and memos using correct grammar, spelling, and punctuation. Ability to proofread basic documents and to reconcile/balance simple accounts.
  • Demonstrated proficiency using computer office software including word-processing and spreadsheet applications. Experience with Electronic Health Record (EHR) systems.
  • Basic knowledge of medical billing and insurance.
  • Ability to perform internet searches and use e-mail.
  • Knowledge of basic office procedures, etiquette and discretion; professional manner and attire; courteous phone manners and office reception.
  • Learned knowledge of policies, procedures and processes. Familiarity with university programs/curricula and ability to answer questions related to referring students to appropriate resources.
  • Familiarity with basic budget and bookkeeping procedures.
  • Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
  • Experience and sensitivity in working with people of diverse backgrounds and cultures.
  • Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
  • Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties require constant sitting, repetitive motion while using computer keyboard and phone, and verbal communication. Frequent walking, standing and simple grasping. Occasional climbing stairs, walking across campus, stooping and reaching. Constant communication using both spoken and written means. Use of computers, phones, and other technology. May be required to lift up to 25 lbs.

Work Environment/Work Week/Travel:Work is primarily performed in clinical or office environment, with some outreach performed outdoors or on other campuses. Work is generally performed during standard business hours. May be required to work non-business hours. Occasional travel.

Valid driver’s license required. Incumbent must also be able to meet the University’s fleet rules and be eligible to drive for University business. The University and its insurance carrier reserves the right to exclude applicants based on their driving record.

Hiring Range: $21.00 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

To apply, visit

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.



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