Administrative Assistant

Administrative Support Assistant 2 Non-Exempt

Job Family: Administrative Support

Time Type: Full time

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.

Job Description

RATE OF PAY: $21.48 per hour

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 judgment 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.

What's in it for you:

Arizona State University offers a comprehensive benefits package that includes valuable employee benefits to enhance the total compensation of its staff. This package includes: Tuition Reduction Program for staff members, their spouses, and dependents, available on day one. Low-cost health, dental, vision, and life insurance benefits. Retirement program designed to promote long-term savings and provide income upon retirement. Paid time for volunteer and professional development. 10 Paid Holidays and competitive Vacation and Sick accruals each Pay Period. Wellness program for preventative health education and screenings. Disability and leave program for income protection. Employee assistance for free and confidential behavioral health services. ASU Discounts to sports/events, along with discounts from ASU partnerships.

Days and Schedules: Two positions will be hired with primary work assignments at the ASU West Valley and ASU Polytechnic campus locations (one staff member each). This position requires travel to all four ASU campus locations on occasion for trainings, meetings and staffing needs. Ability to be flexible with assigned work locations will be required. This is a full-time position with established work hours 8am-5pm, Monday through Friday. Evening and weekend hours my 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 the 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 the 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:

• 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 of health records, privacy and security regulations
• Experience in multitasking and making accurate decisions based on client and clinician needs

Working Environment:

• Use computers effectively, including inputting, reviewing, and retrieving information, extended periods of screen viewing, and using the 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.

Department Statement: Educational Outreach and Student Services (EOSS) is committed to enrolling all qualified students at Arizona State University and assisting them in their academic success. EOSS provides a broad range of services and support to students and prospective students, ranging from outreach efforts with K-12 schools, orientation programs for new freshmen, bridge programs to assist the transition to a university environment, and a wide variety of services, programs, and activities for enrolled students. EOSS has direct responsibility for multiple departments across four campuses, some of which include the Dean of Students, University Housing, Health Services, Counseling Services, Disability Resources, Memorial Union, TRIO programs, Sun Devil Fitness, Student Government, Student Media, Career Services, Access ASU, and others.

Driving Requirement: This position may require driving. Employee must possess a valid US Driver's license of the appropriate class and required endorsements throughout employment.

Location: Campus: Tempe

Funding: No Federal Funding

Instructions to Apply: Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

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

• Cover letter
• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

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 inclusive excellence, 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

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, 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 You may request a hard copy of the report by contacting the ASU Police Department at View phone number on click.appcast.io.

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ASU's comprehensive benefits package is a key part of