Wellness Center Office Assistant

The purpose of this position is to support the smooth functioning of the Wellness Center, which includes being the initial point of contact for students, coordinates medical records, provides extensive support for the student health insurance program, and performs administrative office manager functions in collaboration with the Assistant /and or Director.  This position has been evaluated for compliance with the Fair Labor Standards Act and is subject to premium pay for all hours worked more than 40 in a payroll week. 

Salary/Rate: $15.00-$16.50 per hour, 40 hours per week

Essential Functions:

• Plays the primary role in ensuring a pleasant, confidential waiting room is maintained
• Assist with opening day check in, checking paperwork and insurance
• Opening and Closing Wellness Center
• New hire setup and orienting to front desk
• Billing and enrollment of International Insurance
• Responsible for the Immunization Compliance Process for all Alfred University students in accordance with New York Department of Health Public Health Law (this includes all Downstate students)
• Performs a variety of computer assignment’s ranging from monthly reports, quality improvement studies, administrative correspondence, etc
• Represents Director, Nurse Practitioner, Nurse and Counselor by screening incoming telephone calls, recording a transmitting messages, scheduling, receiving, and announcing scheduled patients and visitors, screening unscheduled patients and visitors, arranging referrals to other health care provider and scheduling appointments for consultations
• Synthesize and maintain all monthly budget components, in conjunction with the director
• Balance all monthly credit card activity
• Verifies receipt of supplies with purchases and budget management
• Orders all office and educations supplies for the Wellness Center
• Assist AU Food Pantry student staff with ordering food and supplies, as needed
• Document telephone conversations concerning student health and counseling accurately in medical records
• Arrange meeting, appointments, interviews, travel related to the Director and other staff member’s request
• Opens, reviews, prioritizes and distributes mail for all Wellness staff
• Verifies Insurances for all incoming students and students accessing the Health Center
• Assist students with questions and billing issues for local hospitals
• Performs duties including but not limited to filing, scanning, typing letters, photocopying and faxing
• Keeps office equipment operating by following operating instructions, troubleshooting breakdowns, maintaining supplies and preforming preventive maintenance
• Recognizing and deals competently with emergency situations notifying medical/counseling staff as appropriate
• Demonstrates ability to carry out the mission of Alfred University Wellness Center
• Independently performs assigned duties and responsibilities plus seeks education opportunities for professional growth
• Supports the Wellness Center interests in diversity, cultural competency, weakness and team cooperation
• Plays an integral role in the quality assurance program addressing medical records components

Other Duties & Responsibilities:

• Familiarity with HIPPA/FERPA privacy laws
• Working knowledge of medical language
• Above average typing abilities, extensive knowledge of computer software including but not limited to MS office products
• Ability to remain calm in crisis
• Billing/budget/spreadsheet experience
• Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people’s lives
• Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students
• Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience
• Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment
• Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols
• Effective written and oral communication skills
• Contributes to the overall success of the University by performing other duties as assigned

Qualifications-Education & Experience, Knowledge, Skills & Abilities:

• Formal Education: 
  • Associate Degree preferred, High School Diploma required.
  • CPR certification
• Experience:
  • Two year experience in a medical office setting, college health preferred
  • working knowledge of medical terminology
  • Experience with Medicat and Banner software preferred
•   Characteristics/Qualities:
  • Be sensitive to students' multicultural issues and needs
  • Exhibit excellent customer service, acknowledging both internal and external customers
  • A true willingness to learn about college health and strategies to improve Alfred University' Wellness Status
  • A cooperative, flexible approach to the operational aspects of a college health setting
  • Excellent organizational skills

Physical Demands & Work Environment:
The physical demands described here are representative 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.

Personal Protective Equipment must be worn when required.  A respiratory function test and the ability to use respirators may be required.  Stairs and uneven surfaces may be present; artificial lifts, etc. may or may not be available. The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus. The Campus is located in an area that contains numerous hills and slopes and may not always be fully accessible for mobility impaired individuals. 

About Alfred University:
Lighting the way for students since 1836.“We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836.”  

Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities. 

Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York. 

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Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law. Protected veterans, minorities and women are encouraged to apply.

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