Administrative Assistant of Health Services

Description

About Saint Peters University

Saint Peters is one of 27 Jesuit colleges and universities in the United States. Established in 1872 the University blends a unique learning experience shaped by rigorous academics internships that provide real-world experience community service and a genuine caring community that supports alumni long after graduation. Saint Peters offers more than 50 undergraduate majors as well as masters level and doctorate program.

Saint Peters Universitys diverse campus community collegial and inclusive culture and commitment to excellence education innovation and community engagement contribute to our success and ensures our employees flourish. The University merges quality academics distinguished and exceptional faculty and staff and modern facilities to engage and challenge its 4000 students who share in the desire to shape the future through insight intellectual exploration discernment and community service and engagement.

Job Summary:

This position encompasses secretarial technical and operational coordination skills of considerable difficulty involving independent judgment and a strong emphasis on customer service. The Administrative Assistant serves as the primary point of contact for the Health Services Department. Duties include performing general office functions managing electronic health records (EHR) in PyraMed overseeing department email communications tracking student immunization compliance and supporting campus events throughout the year. Thorough knowledge of department functions privacy regulations (HIPAA/FERPA) and university policies is essential.

Duties and Responsibilities:

1 Front Desk Operations & Customer Service

• Provide exceptional high-touch customer service as the initial point of contact for students visitors parents and campus partners.

• Greet visitors warmly answer phone inquiries and manage front desk operations with a high level of empathy professionalism and confidentiality.

2. Electronic Health Records & System Management

• Maintain update and audit student electronic health records and files accurately using the PyraMed system in strict accordance with privacy guidelines.

• Input patient intake data update medical history documentation and assist students with navigating the PyraMed student health portal.

• Prepare statistical data and record summaries for monthly and annual departmental reports.

3. Immunization Compliance & Outreach

• Actively track and monitor student immunization records in PyraMed to ensure compliance with university and state health requirements.

• Conduct continuous proactive outreach and follow-up with incoming and returning students to request collect and verify required health and immunization documentation.

4. Department Communication & Email Management

• Manage and monitor the primary Health Services email account ensuring timely professional and clear responses to all incoming student and administrative inquiries.

• Compose routine correspondence and departmental notices while adhering to strict privacy regulations.

5. University Events & Campus Engagement

• Represent and support the Health Services Department at major university events throughout the calendar year (e.g. Student Orientation Wellness Fairs Move-In Weekends and Vaccine Clinics).

• Assist with event planning logistics setup and distribution of health and wellness educational materials.

6. General Office Support

• Schedule appointments for the clinical staff.

• Assist with maintaining inventory levels of medical and office supplies.

• Provide suitable assignments and day-to-day guidance to work-study student employees.

• Operate and maintain office equipment ensuring related logs and documentation are kept up to date.

• Perform other job-related duties as assigned.

• Any other duty or responsibility assigned by the supervisor.

Hourly Range: $23.00 - $26.00

Benefits:

Along with a competitive salary we provide a robust benefits package to support your health and future goals.

Key Benefits Include:

• Paid Time Off: Paid holidays personal days vacation and sick leave

• Health Coverage: Health insurance dental insurance and vision insurance

• Life Insurance: Employer-provided life insurance

• Life & Disability Insurance: Voluntary life and voluntary disability coverage

• Retirement Savings: 401(k) plan with Roth and Traditional options

• Tuition Remission: An attractive tuition remission policy for employees and their dependents

• Additional Perks: Employee Assistance Program (EAP) Voluntary Legal plan FSA and more

The well-being of our employees is a priority for our University and we are committed to promoting your success and well-being.

Required Qualifications:

• 25 years of secretarial or administrative office experience preferably in a healthcare medical clinic orhigher education setting

• Organizational communication and interpersonal skills.

• Ability to work independently and collaboratively in a dynamic environment.

• Commitment to community engagement service leadership development or related work.

Preferred Qualifications:

• Experience developing and maintaining community partnerships.

• Experience working directly with community-based organizations.

• Familiarity with service-learning civic engagement volunteer management or leadership development programs.

Education:

• High School Diploma required; Associate or Bachelors degree preferred.

Experience:

• Hands-on experience with Electronic Health Record (EHR) systemsexperience with PyraMed isstrongly preferred. Proficiency in Microsoft Office Suite (Word Excel Outlook) Google Drive and shared inbox/calendar management.

Working Conditions:

• Academic Year: On-campus presence required during regular operational hours throughout the academic year to support student care.

• Summer Schedule: Potential opportunities for hybrid or remote work flexibility during summer operating periods subject to departmental approval and operational needs.

• Events: Occasional evening or weekend availability required to support scheduled university-wide eventsacross the calendar year.

Physical Requirements:

• Ability to sit or stand at a desk/reception station for extended periods while assisting students and using a computer. Occasional lifting and moving of light equipment promotional materials or medical supply boxes (up to 20 lbs) for university events and office setup.

Required Experience:

Junior IC