Academy Administrative Professional

Overview

Rutgers University–Newark (RU‑N) is seeking an Administrative Assistant for Student Health Services. The role functions as a patient liaison, oversees front‑desk operations, appointment scheduling, triage, prior authorizations, referrals, and provides support to physicians and staff.

Responsibilities

First point of contact for students, faculty, or staff when they call or visit the health center.

Provide front‑line customer service by answering telephones, directing callers, relaying messages, and greeting visitors.

Use medical knowledge to triage calls and visits, scheduling or forwarding to providers as appropriate.

Guide patient navigation and facilitate patient flow through the center.

Schedule appointments and maintain knowledge of provider availability and services.

Monitor the online portal and student health e‑mail, answering scheduling and administrative questions.

Inform patients of items needed for appointments and explain practice policies.

Escalate calls to a supervisor when necessary.

Check patients in and out, collect co‑pays, scan insurance cards, and ensure required documents are signed.

Schedule radiology testing, surgeries, and procedures per department guidelines and follow up on results.

Upload and maintain all correspondence and documents in the electronic medical record.

Assist patients in navigating the EMR system.

Obtain insurance pre‑authorizations, referrals, and release forms from managed care plans.

Handle patient records to HIPAA standards with confidentiality.

Manage the opening and closing of the health center, performing all front‑desk duties.

Oversee reception area operations: answer calls, relay messages, check mail, assist with scheduling, and ensure proper functioning of equipment.

Coordinate system‑wide updates, maintain accounts, procure supplies, and coordinate IT support.

Manage travel arrangements, conference registrations, and overall upkeep of the waiting room.

Prepare and process purchase orders and handle payroll for SHS student workers and other type‑4 employees.

Collaborate with physical plant for maintenance issues and securely shred confidential patient charts.

Support health‑center events by coordinating catering, reservations, vendor payments, and promotion.

Attend events to represent SHS and other health‑and‑wellness departments, and assist with flyer and social media promotion.

Qualifications

Bachelor’s degree in a related field or an equivalent combination of education and experience in office administration, organization, coordination, facilitation, bookkeeping, or report writing.

Good communication skills and computer literacy.

Experience working in a medical setting with understanding of confidentiality laws (HIPAA).

Preferred Qualifications

2–3 years of previous medical experience in an outpatient clinic (primary or urgent care).

Active New Jersey medical assistant license.

Knowledge of de‑escalation techniques.

Proficiency with MediCat, an electronic health records system.

Knowledge of Rutgers University systems.

Physical Demands and Work Environment

May need to work nights and weekends for events.

Typical college health‑center environment.

Benefits

Medical, prescription drug, and dental coverage.

Paid vacation, holidays, and various leave programs.

Competitive retirement benefits with defined contribution and voluntary tax‑deferred savings options.

Employee and dependent educational benefits (when applicable).

Life insurance coverage.

Employee discount programs.

Salary

Grade 03. Minimum salary $52,602.48; mid‑range salary $64,788.98; maximum salary $76,975.48. Final offer determined by qualifications, experience, market benchmarks, and internal equity.

EEO Statement

Rutgers University is an equal access/equal opportunity institution and provides equal employment opportunity regardless of race, creed, color, national origin, age, ancestry, nationality, marital status, gender identity, disability status, protected veteran status, sexual orientation, or any other category protected by law. Please see the Non‑Discrimination Statement at this link .

#J-18808-Ljbffr