Receptionist-Administrative Position- Full Time

Administrative Assistant III
Job Department/School Health Services
FT/PT/Temp Full time
Location Garden City, N.Administrative Assistant III
Health Services
Provide administrative support to the Health Services Center and exemplary customer services to the university community. This position is in the office five days a week.
Pre-employment assessments on Microsoft Word and Excel will be conducted. Our union positions have excellent benefits including tuition remission for the employee, spouse and dependent children.
In compliance with New York’s Pay Transparency Act, the annual base salary for this union position is $48,654. REPORTS TO:Executive Director of University Health and Wellness
Knowledge of Post-Secondary Immunization Standards:
Understanding of Immunization requirements for post-secondary education attendance.
Knowledge of Ecommerce web services and entering of immunization reports.
Knowledge of SAAS and immunization entering processes.
Knowledge of EHR immunization tracking processes.
Medical and Insurance Procedures:
Basic knowledge of medical diagnosis and ability to triage emergencies in a strictly confidential and timely manner to allow for nurse response.
Basic knowledge of insurance billing processes, ICD 10 coding and CPT codes.
Ability to communicate with students, parents and administrators regarding school insurance Plan benefits and waiver processes.
Understanding of the HIPAA policies in relation to medical records and information transmission
Understanding of FERPA and how it applies to students within the university and differences Associated with HIPAA
Electronic Health Records (EHR):
Knowledge of Practice Management Software for Billing and Scheduling.
Knowledge of EHR for data retrieval and documentation purposes.
Documentation and Information Management:
Prepare and print materials such as letters, memoranda, forms, purchase orders and vouchers, using computers and relevant peripheral equipment.
Proofread and edit documents for accuracy, formatting and completeness.
Use office software packages such as Word and Excel in document preparation, file maintenance and report generation.
Collect information or data from various sources; file and retrieve books, documents and/or data as needed. keep separate confidential records when instructed.
Retrieve and format electronic data; compile and merge data from various media and sources.
Maintain financial and/or student records and databases, and update them as necessary.
Communications and Customer Service:
Provide information, as directed, to faculty, students, employees, and the general public.
Interact with students, staff and administrators throughout the University to resolve problems.
Answer telephone calls; assist in maintaining up-to-date mailing and telephone directories.
Provide receptionist services; refer students, faculty, employees and general public to proper areas or persons.
Assist with arrangements for special events, such as conferences, seminars, guest lectures, fairs, community or fundraising events. Support responsibilities may involve reservation of rooms, travel arrangements, catering services, informing the relevant departments/units, preparation and dissemination of materials, etc.
Perform administrative assistant/support services related to faculty and staff searches, student assignments, and conferences and meetings.
Assist in training new employees in various office duties/use of office equipment.
Communicate with other academic or administrative departments or outside agencies to expedite the processing of paperwork and departmental tasks or answer inquiries.
Prepare routine reports, including drafts, using information received from various sources.
Receive and process financial transactions following prescribed procedures and best practices (e.g., tuition payments, library fines).
Verify inventory and supplies reports on request. Assist supervisors in specialized office functions.
Calculate payroll figures; verify amounts on financial forms; prepare deposit records; refund authorizations, and similar documents; Make travel arrangements for interviewees, employees and university guests.
Make routine purchases and disbursements, and maintain Health Services accounts; Receive and distribute mail for the unit/department/college.
Prepare the department/unit/college mailings within the department or coordinating with outside vendors, arranging special mail services when authorized.
Duplicate, collate and distribute materials. Coordinate the work of others to produce and distribute materials; Assist in preparing and distributing materials such as recruitment documents.
Assist in registration activities within the department or as assigned; when authorized, process drop/add and over tally requests for course registration.
Perform routine upkeep of office equipment, e.g., photocopier, computer terminals, printers, fax machines.
May serve on committees when authorized.
Good verbal and writing skills.
Knowledge of University policies and procedures.
Good computer skills for using Windows, Microsoft Word, Excel, Administrative Systems and Email.
Ability to work on a computer for long periods of time.
Bachelor’s degree is highly preferred.
Minimum of two years of administrative experience is required.
Prior medical office experience is highly preferred.
Monday - Friday, 8:00am - 4:00pm, in office.

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,250 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers students 79 undergraduate programs, more than 84 master’s degree and doctoral programs, and 63 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 43 states and 72 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.
~ Adelphi University is an equal opportunity employer, committed to building a diverse and inclusive workforce. We welcome applications from all candidates, including people of color and those who are, or identify as, members of any marginalized, underserved or underrepresented group. Adelphi is an emerging Hispanic serving institution so bilingual candidates are encouraged to apply. Here is our University statement on diversity: