Clinic Operations Assistant - Center for Health and Wellbeing

The Clinic Operations Assistant supports the administrative operations of the Campus Health Center by coordinating front office workflows, insurance billing and revenue cycle processes, and administrative purchasing activities. This position ensures efficient patient access services, accurate insurance processing, and effective coordination of administrative systems that support the delivery of high-quality care to students. Working closely with clinical staff, front desk personnel, and university administrative offices, this role promotes efficient clinic operations, supports compliance with healthcare regulations, and helps maintain a positive and welcoming environment for students seeking health services.

Job Type:

Professional Support Staff

Job Classification & Benefits:

C4 Level. Minimum starting wage of $23.23 per hour


Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.


Essential Functions:

• Coordinate daily administrative functions of the Health Center to support efficient patient access, front office operations, and overall clinic workflow.
• Provide front desk coverage as needed, including greeting students and visitors, answering phones, responding to inquiries, checking patients in and out, and directing individuals to appropriate resources or services.
• Support consistent and accurate patient registration, appointment scheduling, and front desk workflows, including maintaining accurate patient insurance information and required billing documentation.
• Maintain administrative components of the electronic health record (EHR) system related to patient access, scheduling, and billing processes.
• Coordinate with clinical staff to promote efficient patient flow, communication across clinic services, and supply ordering needs identified through inventory monitoring.
• Serve as lead for insurance billing operations, including coordination of claim submission, insurance verification workflows, and billing documentation requirements.
• Monitor billing activity and assist in resolving insurance claim issues, denials, discrepancies, and complex patient service concerns related to billing or insurance.
• Coordinate with external billing partners, insurance providers, university financial offices, internal departments, and vendors to support clinic operations.
• Assist in managing administrative purchasing processes, including preparation and tracking of purchase orders, vendor invoices, and reconciliation of charges to ensure timely and accurate payment.
• Collaborate with university finance offices to ensure compliance with purchasing, payment procedures, and institutional policies.
• Assist with maintaining compliance with healthcare regulations and institutional policies, including HIPAA requirements.
• Support the development, implementation, and continuous improvement of administrative procedures, front office workflows, and operational efficiencies.
• Serve as a resource for front desk staff in resolving operational questions and patient access issues.
• Assist with operational reporting, data collection, and analysis related to administrative, billing, and clinic processes.
• Participate in professional development, training, special projects, and operational initiatives.
• Perform other duties as assigned by leadership.

Required Qualifications:

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Five (5) years of relevant experience.
• Knowledge of Front office medical systems, principles, and practices.
• Experience with underserved vulnerable populations.
• Knowledge of medical billing and coding procedures.
• Proficiency in medical office management software and electronic health record systems.
• Strong understanding of healthcare regulations and compliance requirements.
• Familiarity with medical terminology and basic clinical procedures.
• Experience with NCQA, AAAHC, and/or JC accreditation process.

Supervision Received:


Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised:


Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.


Physical Demands:


To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.


How to Apply:


Attach your cover letter and resume. If you have questions about the position or the posting, please contact View email address on click.appcast.io. If you need technical assistance, please contact Human Resources at View email address on click.appcast.io.


Applicants must be legally authorized to work in the United States and must not require sponsorship now or in the future.


Application Deadline:


Application closes June 9. This posting may be closed at any time at the discretion of the University.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request. See TDD Callers: Call Michigan Relay Center at 711 (in State) or View phone number on click.appcast.io (out of State).

Grand Valley State University is an Antidiscrimination/Equal Opportunity Employer, which includes providing equal opportunity for protected veterans and individuals with disabilities. University policy extends protections to additional identities.