Administrative Associate

Jun 19, 2017
Institution Type
Four-Year Institution

Administrative Associate

Middlebury College

Posting Number: S00888

Location: Middlebury Main Campus

Band/Level: OP2

Hiring Minimum: $12.07

Hourly/Salaried: Hourly

Typical hours per two week pay period: 38.75

Brief Position Summary:
The Administrative Associate position manages front desk operation, provides information about PCHW support, triages crises and must have excellent people and communication skills. Must have experience handling and managing confidential information. Additionally, administrative associate must have operational mastery of Microsoft suite, and be able to attain mastery of EHR PyraMED, Banner, Hyperion, etc. Potential for expansion into medical assisting role.

Essential Functions:
Offer is contingent upon successful completion of a criminal background check.

This is a full-time, 12 month permanent position. This position manages a very busy front desk operation and offers administrative support to PCHW staff. This employee:

• Greets students and others, directing them to appointments, etc.
• Answers the phone: Triage for emergent situations and refer to clinical staff; Manage student, staff, or parent questions; refer as needed. Manages answering machine/ messages.
• Receives, scans and distributes medical reports in a timely and highly accurate manner (i.e.: lab, hospital, radiology reports, etc.)
• Maintains and coordinates Pyramed and Outlook staff schedules
• Maintains log of student prescriptions when delivered by local pharmacies. Notifies students of deliveries.
• Assist students with college insurance questions. Correspond with insurance company if necessary.
• Works cooperatively with others and accepts direction from supervisors.

General Responsibilities:
Front Desk Operations
• Greet students and others
• Provide information about resources and services
• Check-in students in EHR
• Collect intake and other compliance forms
• Alert clinical staff of check-in
• Communicate information to treating clinicians if needed
• Schedule appointments; manage clinical staff schedules as directed
• Answer phone
• Triage for emergent situations and refer to clinical staff
• Manage student, staff, or parent questions; refer as needed
• Facilitate referrals out: paperwork, schedules, testing, and communications
• Maintain orderly waiting area
Local Operations
• Check faxes, voicemail, email (where appropriate), and mail; distribute to appropriate staff
• Scan documents
• Distribute mail
• Order supplies
• Stock exam rooms
• Maintain supply of forms and documents
• Compile staff meeting agendas and minutes
• Type correspondence, brochures, handouts
• Print requested material
• Train, orient new staff
• Manage accurate and up to date folders of department information, resources

Office and Clerical
• Manage student insurance: cards, forms, preauthorization, questions, and liaison to other providers and insurance companies
• Review health forms and athletic forms until complete or in compliance
• Contact students as needed
• Assist in management of student portal
• Manage websites
• Extract data/reports from EHR and other sources
• Schedule rooms for staff meetings and trainings
• Post office hours door signs and emails
• Submit work orders to facilities

Medical Assisting (future expansion)
• Obtaining patient vital signs
• Collect and prepare lab specimens
• Phelobotomy
• Electrocardiogram
• Treatments such as nebulizers

Other Responsibilities
• Maintain a positive and collaborative attitude and be open to learning.
• Any other administrative responsibilities that PCHW director might assign.

Preferably some college education two or four-year college degree, with mastery in people skills and familiarity with college health and student affairs. Medical assistant training preferred.

Must maintain and update knowledge of communication skills, technology, multicultural and social justice informed office practices, ethical and professional skills. Excellent skills and competency with office suite and technology.

At least 3 years successful experience in a high paced office environment. Medical assistant experience preferred.

Hire contingent upon successful completion of the following post-offer screening:
Criminal Background Check

Close Date:

Open Until Filled: No

Special Instructions to Applicants:
Offer is contingent upon successful completion of a criminal background check.

Letters of reference must be from someone who has supervised the applicant.

To apply, visit:

Middlebury is committed to hiring a diverse staff and faculty as we work to foster innovation in our curriculum and to provide a rich and varied educational experience to our increasingly diverse student body. EOE/Minorities/Females/Vet/Disability.


Similar jobs

Similar jobs