Administrative Assistant

Arizona State University

Administrative Assistant

Campus: Tempe

JR101858

End Date: February 7, 2025 (8 days left to apply)

Apply before midnight Arizona time

Department Statement:

ASU CS has a strong commitment to meeting the needs of diverse people and creating an environment where all persons feel welcome. The staff of psychologists, social workers, and counselors work with students from a wide range of theoretical orientations. As the primary mental health care provider for ASU, we are committed to supporting our students’ academic goals by providing access and service for all of ASU's students. ASU CS staff are committed to balancing the challenging demands of clinical service provision with a dedication to creating a collaborative environment that provides attention to our own personal wellness and professional development.

ASU offers a tuition discount for the employee, their spouse and dependents, and a competitive benefits package including paid vacation and holidays, health insurance and more. For more benefits information, please visit http://cfo.asu.edu/hr-benefitsenrollment

Max Pay – Depends on experience:

$21.20 USD Hourly

Job Description:

The Front Desk Administrative Assistant maintains responsibility for engagement, scheduling, and interfacing with all incoming patients to ASU Counseling Services. This job requires a strong understanding of the University student population and sensitivity to the mental health needs of the community. Familiarity with electronic health record systems, and experience in phone queue metrics is important. The position works closely with administrative and clinical staff in the completion of registration of patients, scheduling, appointment management, referral completion, management of a high volume of telephone calls and scanning of documentation. An understanding of HIPAA and patient confidentiality is also imperative. Familiarity with university support systems is also beneficial. The position requires the use of judgement and initiative to determine the best approach for urgent and non-urgent patient care needs. Participation in Quality Assurance reporting is also an aspect of the position to determine sound approaches to engaging in high levels of patient care. Other duties may be assigned that align with the needs of an office environment.

Days and Schedule: Work location is primarily at the Tempe campus but you may occasionally be required to travel to our other campuses for coverage. This position is a Full time position, Monday thru Friday 8AM to 5PM; evenings and weekends may occasionally be required.

Essential Duties:

• Maintaining accuracy in scheduling patients to meet with mental health providers
• Providing high levels of customer service to students, faculty, staff, family members and other university partners who contact the counseling center by phone through the phone queue system
• Providing support to clinical service providers
• Assisting intermittently with completion of referral documentation to outside providers
• Participation in Quality Assurance reporting to ensure high levels of customer service provision
• Utilizing Electronic Medical Records functions to document all pertinent information
• Completing registration of patients into electronic health record
• Organizing and prioritizing workload based on acuity
• Maintaining confidentiality by following all applicable HIPAA regulations
• Utilizing excellent telephone etiquette and customer service skills
• Maintaining knowledge of the university community and being a detail oriented team member who demonstrates enthusiasm and has a caring commitment to the patient
• Responsible for taking a leadership role in cultivating, creating and ensuring student participation in ASU Spirit, Pride and Tradition while instilling institutional affiliation and college pride.

Desired Qualifications:

• Four (4) years secretarial/administrative experience; OR, Certificate in Secretarial Science AND three (3) secretarial/administrative experience; OR, Any equivalent combination of experience and/or education comparable knowledge, skills and abilities have been achieved.
• Front office and healthcare experience
• Experience in scheduling and management of appointments
• Experience in utilizing an EHR (electronic health record) system
• Evidence of effective communication skills
• Experience in customer service skills
• Experience in utilizing a multiline phone and/or call center
• Demonstrated knowledge with health records privacy and security regulations
• Experience in multitasking and making accurate decisions based on client and clinician needs

Working Environment:

• Communicate effectively
• Use computers effectively including inputting, reviewing and retrieving information, extended periods of screen viewing and using mouse and keyboard
• Work in an office setting and use office equipment (e.g. scanners, printers, copiers, fax machines, telephones)
• Sitting or standing for extended periods of time
• Lifting or moving up to 45lbs.

Minimum Qualifications:

High School Diploma and two-years (2) experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Instructions to Apply

Current Employees and Students should apply directly within Workday using the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$1690.htmld

To be considered, your application must include all of the following attachments: 

• Cover letter
• Resume/CV

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position. Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

ASU Statement 

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe. 

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco 

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.  

Notice of Availability of the ASU Annual Security and Fire Safety Report 

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456. 

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Employment Verification Statement 

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement 

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

About Us

Notice: If you are a Current Employee or Contingent Worker, please log into Workday to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward. 

About Arizona State University

Recognized by U.S. News & World Report as the country’s most innovative school, Arizona State University is where students and faculty work with NASA to develop, advance and lead innovations in space exploration.

To view full description or to apply please click this link:

https://asu.wd1.myworkdayjobs.com/en-US/ASUStaffCareers/details/Administrative-Assistant_JR101858-1?q=jr101858