Administrative Assistant (CL-2), Office of Health Services

Position Title:

Administrative Assistant (CL-2), Office of Health Services

Department:

Office of Health Services

Job Summary:

The Office of Health Services at Marist College invites applications for the position of Administrative Assistant (CL-2). The Administrative Assistant (CL-2) is responsible for serving a as frontline contact for students visiting the Office of Health Services, answering calls, managing appointments, and reviewing and verifying health records. The selected candidate should have excellent customer service and communication skills, along with strong attention to detail. The Administrative Assistant (CL-2) joins a talented team which has experienced significant growth in response to managing student health, and collaborates extensively with students, parents, faculty and staff, as well as local partners to provide excellent care and service.

Physical Effort & Work Environment:

The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting,

although the work may require occasional standing or walking and/or the

lifting and carrying of small objects.

Minimum Qualifications:

The ideal candidate will be a high school graduate, have 5-7 years of progressively responsible secretarial/clerical work or any combination of training, experience and education sufficient to indicate an ability to do the work. All candidates must also be able to demonstrate general computer proficiency with Microsoft Office Suite.

5B-Intermediate Written Communication

Consistently demonstrates ability to create routine correspondence or update template or samples with speed and accuracy. Utilizes a comprehensive knowledge of supported word processing software

6B-Intermediate Office Organization

Consistently demonstrates ability to manage operational aspects of the office with minimal to no supervision, including time management, information distribution, and project deadlines.

Consistently demonstrates ability to file documents and student records using standard filing procedures as well as a familiarity with retention policies

7B-Intermediate Record & Data Processing

Consistently demonstrates ability to process routine forms and records quickly and accurately, using multiple programs, and investigate and resolve problems such as missing or inaccurate data. Consistently demonstrates attention to detail

9C-Advanced Auditing & Data Reconciliation

Consistently demonstrates ability to reconcile records for accuracy and integrity. May need to create and track budgets or purchase orders. Errors are located using extremely keen attention to detail. Errors committed are of great severity, and overall risk to institution is high

15C-Advanced Interpersonal Communication

Consistently demonstrates high communication skills, and sensitivity to the concerns or interests of others in conveying information. Demonstrates the understanding of factual information and the use of persuasion tactics to help others identify solutions or possible alternative courses of action

17B-Intermediate Responsibility

Consistently demonstrates ability to prioritize, coordinate and complete (start to finish) basic work assignments with minimal to no assistance or instruction, such as preparing faculty appointment letters

18C-Advanced Organizational Knowledge

Consistently demonstrates extensive knowledge of entire College and outside organizations

Essential Functions:

• Serve as point of contact over the phone, in person and online, for students, parents, faculty, staff and the general public (health screening, appointment check-in, updating insurance information, manage waiting room and patient flow, etc). Answer questions as able or refer inquiries to appropriate person
• Open, sort and distribute office mail. Process outgoing mail
• Manage daily appointment schedule in the Health Service electronic health record
• Create, update and proofread various correspondence and documents
• Maintain complex filing systems, including student and faculty files
• Review and verify health records submitted by students in department computer system; information may be of a confidential nature
• Complete requests for medical records transfers
• Communicate internally to other Health Services staff to assure timely and accurate responses to all inquiries
• Maintain knowledge of state and federal regulations pertinent to position
• Consistently demonstrate courtesy, tact, professionalism and the ability to handle difficult people
• Perform other job-related duties as required

Preferred Qualifications:

Some College-level coursework preferred. Experience in the Healthcare field and with electronic health records a plus.

Required Application Documents:

Cover Letter, Resume, & Three Professional References.

About the Department and School:

The Marist College Office of Health Services provides for the healthcare needs of Marist students during the time they are enrolled in the College. The Office of Health Services delivers a wide range of services, both onsite and throughout other areas of the College. We are a professional, inclusive and friendly team comprised of Administrative Professionals, Nursing staff and Healthcare Providers who are dedicated to improving the health and well-being of Marist students.

About Marist College:

Located on the banks of the historic Hudson River and at its Florence, Italy campus, Marist College is a comprehensive, independent institution grounded in the liberal arts. Its mission is to “help students develop the intellect, character, and skills required for enlightened, ethical, and productive lives in the global community of the 21st century.” Marist educates approximately 5,000 traditional-age undergraduate students and 1,200 adult and graduate students in 47 undergraduate majors and numerous graduate programs, including fully online MBA, MPA, MS, and MA degrees, and also Doctor of Physical Therapy and Physician Assistant programs. Additionally, our graduates go on to great success; 97% over the last five years are employed or in graduate school within six months of graduating. Marist is consistently ranked among the best colleges and universities in America by The Princeton Review (Colleges That Create Futures and The Best 386 Colleges), U.S. News & World Report (2nd Most Innovative School/North), Kiplinger’s Personal Finance (“Best College Values”), and others. Marist’s study abroad program is ranked #3 in the nation by the U.S. State Department and includes unique first-year programs in Florence and Dublin. At Marist, approximately 50% of graduates study abroad during their undergraduate experience. Its 30-year Joint Study partnership with IBM has brought the College the kind of world-class technology platform typically found at leading research institutions. Marist’s academic centers of excellence include the nationally-known Marist Poll, Center for Civic Engagement and Leadership, Hudson River Valley Institute, Center for Sports Communication, and Institute for Data Center Professionals. The College also hosts the Franklin D. Roosevelt Presidential Library’s digital archives, making it one of only six colleges or universities in the nation affiliated with a presidential library.

About the Hudson Valley Region:

The Hudson River Valley is known for its rich landscapes, sustainable-foods, diverse culture, and has a wide variety of vibrant cities and historic towns. Follow your sense of adventure, find great food around every corner, engage with a proud community, and be a part of history right at Marist in the heart of the Hudson River Valley. For more information about the Hudson Valley region, visit the link below:

https://www.marist.edu/hudson-river-valley-life

Type of Position:

Full-time

Classification:

CWA

Months per Year:

12

Work Schedule:

Monday – Friday, 8:30 am – 5:00 pm

Hours per Week:

37.5

Location:

Marist College main campus, Poughkeepsie, NY.

Number of Positions Openings:

1

Equal Employment Statement:

Marist College is committed to creating a diverse workforce on our campus by ensuring that barriers to equal employment opportunity and upward mobility do not exist here. To this end, the College will strive to achieve the full and fair participation of minorities, women, people with disabilities, and any other protected groups found to be under-represented.

Equal opportunity means employment, development, and promotion of individuals without consideration of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, or veteran status unless there is a bona fide occupational requirement which excludes persons in one of these protected groups. The College will review its employment policies and procedures to ensure that barriers which may unnecessarily exclude protected groups are identified and eliminated. The College will also explore alternative approaches if any policy or practice is found to have a negative impact on protected groups.

Marist's policy of non-discrimination includes not only employment practices but also extends to all services and programs provided by the College. It shall be considered a violation of College policy for any member of the community to discriminate against any individual or group with respect to employment or attendance at Marist College on the basis of race, color, disability, religion, age, sex, marital status, national origin, sexual orientation, veteran status, or any other condition established by law.

Advertised: January 25, 2022 Eastern Standard Time
Applications close: