Administrative Analyst & Building Coordinator

Sep 13, 2017
Institution Type
Four-Year Institution

Administrative Analyst & Building Coordinator

Humboldt State University

(Job #17-87) Administrative Analyst/Specialist I Exempt (AA/S I-E), Administrative Analyst & Building Coordinator, $3,897-6,453 per month. This is a full-time, benefited, 12-month pay plan, exempt position with a one-year probationary period in the Student Health and Counseling building under Student Health & Wellbeing Services. Appointments are typically made at the beginning of the salary range. Anticipated start date is October or as negotiated.

The Place: Known for its quality academic programs and its hands-on approach to learning, Humboldt State University has a well-earned reputation as one of the best primarily undergraduate public universities in the United States. The residential and rural campus of 8,200 students is nestled between mountains, giant redwood trees, and breathtaking Pacific Ocean beaches. The local area offers many outdoor recreation opportunities as well as a full range of dining, cultural, and entertainment opportunities, all without the hassle and expense of a major metropolitan area. Local K-12 schools consistently rank in the top 10% in the state, and the local produce is second to none. Humboldt State University also benefits from being part of the world's largest university system, the 23-campus California State University (CSU).

The purpose of Student Health and Wellness Services (SH&WS) at Humboldt State is to help students achieve and maintain academic success and lifelong health and well-being by providing timely and appropriate primary and acute health care, disease and injury prevention education, professional outreach, referrals, educational services and campus consultations. Student Health Center staff work under the mandate of the California State University in delivering a specified range of health care services which requires that employees understand, support, and comply with the mission, goals, policies, and procedures of SH&WS; and accept the concept of a team and the multidisciplinary approach to providing quality health care. The SH&WS team works closely together to serve their mission, while also valuing a warm, fun, and collegial environment - frequent laughter, occasional staff pot lucks, and a group of talented people serving a meaningful mission together make SH&WS a great place to work, full of exceptionally dedicated staff who are excited to welcome new staff members to our team.

The Job: Working independently, under the general direction of the Executive Director for Student Health and Wellbeing Services, the Administrative Analyst & Building Coordinator facilitates the administrative support services program in student medical services. This position addresses the administrative needs of all SH&WS departments and is the primary point of contact within SH&WS for a wide range of administrative issues. The incumbent will maintain the staff policy manual, other process guides, and required documentation in compliance with AAAHC accreditation, legal, and CSU requirements. The incumbent performs fiscal analysis and purchasing related to student medical services and health education. This position also coordinates responses to immediate and long-term operational, scheduling, and facilities needs of the Student Health and Counseling building, and the evaluation of a range of SH&WS programs. This position provides administrative support to the Executive Director of Health and Wellbeing Services.

Essential job functions:
Administrative Support Services
-Provide lead oversight for a team of administrative support staff performing a full range of clerical and administrative functions within the health center, including reception, answering phone calls, making and canceling appointments, phone/fax prescriptions as directed by providers, taking accurate messages and communicating the messages to appropriate staff via electronic "task" or otherwise as needed, locating and distributing medical records information to practitioners; assuring that medical information (e.g. scanned documents relating to patient medical records) are filed in the appropriate record; calling and requesting medical information from outside sources; removing holds from patient accounts for immunization compliance. Scan archive records to the Nolij e-cabinet and ensure records are labeled according to naming convention for easy retrieval. Provide assistance with encounter review to ensure accurate billing processes.
-Manage medical records and business office to ensure that the handling of patient records and related documents are in compliance with applicable laws, regulations and policies. Develop systems for record storage and accessibility and act as liaison between Medical Records and clinical staff.
-Ensure the security of medical records (accessing, record-keeping, destroying). Develop, recommend, and apply improvements to policy and procedure related to medical records
-Oversee pharmacy, x-ray, laboratory and central supply administrative support tasks, to include purchasing, equipment maintenance, and preparation of contract specifications.
-Oversee the processing of all payroll and personnel-related documents and transactions including but not limited to job description creation/revision, appointment and separation forms, leave of absence requests, payroll docks, medical licensure updates, attendance reports and time vouchers.
-Consult and coordinate with health center department heads to implement new projects, procedures, and programs.
-Interpret SHC policies and procedures and apply judgment and discretion in their application.
-Coordinate and participate in staff recruitments and orientation. Monitor recruitment process to ensure compliance with university policies and procedures and applicable collective bargaining agreements.
-Monitor subpoena activity; maintain subpoena file.
-Assist patients as required and notify licensed staff of acute medical situations.
-Provide back-up to the Referral Coordinators as needed, processing referrals according to established policies, educating patients in the referral process, assisting patients with understanding their insurance policies and accessing care accordingly and developing a "How To" guide for patients with the primary Referral Coordinator.
-Coordinate patient flow throughout the health center to ensure administrative staff are appropriately answering phones, scheduling appointments, filling in "no show" slots and cancellations, entering patient demographics into electronic medical records system, directing patients to appropriate areas, and occasionally perform such tasks directly when other medical records staff are not available.
-Work with medical biller to ensure Family PACT and other billing is properly processed, including certify, re-certify, update and verify patient enrollment for this program, including processing the encounter forms with appropriate information.

Compliance & Program Administration
-Refine and coordinate the Peer Review process as required by accrediting agency; select medical records for review by practitioners, notify and monitor practitioners for timely compliance, maintain logs to demonstrate process, work with Medical Director or designee to ensure process completion in a timely manner. Coordinate the Medical Records Chart Review process as required by accrediting agency; select medical records for review by Medical Records personnel, notify and monitor Medical Records personnel for timely compliance, maintain logs to demonstrate process, work with Medical Records Coordinator or designee to ensure process completion in a timely manner.
-Maintain a record of all meetings and compliance activity and monitors changes to AAAHC standards to ensure compliance.

Fiscal Analysis & Purchasing
-Maintain SH&WS budget records; perform periodic cost and productivity analyses. Prepare financial status reports; develop long and short-term financial projections. Develop budget projections and recommend and apply budget allocations.
-Monitor and analyze revenue and expenditures and recommend changes in processes and procedures.
-Frequently revise budget based on enrollment projections and realities, pay raises, expenditures and unforeseen situations.
-Work with Counseling and Psychological Services to compile master SH&WS budgets and distribute information as needed.
-Act as liaison between SH&WS and Student Affairs Budget Analyst and Budget Office.
-Act as liaison between SH&WS and Sponsored Programs Foundation as needed to provide or track information related to grant programs.
-Maintain invoice records for three Health Center funds and oversee SAPC and other general fund award programs associated with Health Education.
-Initiate and/or approve purchase requisitions for all types of expenditures.
-Prepare bid specifications for outside contracts and participate in awarding contracts in collaboration with university contract specialists.
-Create blanket purchase orders; research staff and clinic needs, contact vendors to place orders or use ProCard.
-Approve and reconcile invoices, reconcile ProCard statements, monitor open encumbrances.
-Maintain files of all purchase-related documents including order records, packing lists, invoices and receipts.

Building Coordination
-Oversee and help organize major repairs and maintenance work within the Student Health and Counseling Building
-Generate work requests, purchasing forms, access requests and referral forms.
-Maintain a strong working relationship with the Division of Student Affairs information technology consultants, collaborating on such issues as hardware purchases and software upgrades for the Student Health Center and Health Education.
-Assist in maintaining the Google calendar for staff and Pool personnel, edit entries as needed according to time off requests and daily absences.
-Prepare and print monthly Intermittent Hourly "Pool" employees' time sheets on the appropriate colored paper and ensure Pool employees easy and secure access to the sheets. When the sheets are completed by the employees and the employees' supervisors have signed the sheets, collect all sheets and review for accuracy, appropriate signatures and dates, calculate monthly pay, sign and date the sheets. Prepare the header sheets and deliver the sheets and headers to Payroll before or on the monthly due dates.
-Prepare and print monthly Student Assistant time sheets, place in assistants' folders in the area with the time clock. Keep a record of time off requests and absences. When the student assistants have completed their time sheets and the appropriate supervisor(s) have checked and signed the sheets, collect all sheets and review the sheets for accuracy, appropriate signatures and dates, calculate monthly pay, sign and date the sheets. Prepare the header sheets and deliver the sheets and headers to Payroll before or on the due dates.

SH&WS Related Program Evaluation
-As the primary liaison, interact with and among university departments and outside vendors, initiate and coordinate services.
-Develop travel budgets with and for staff, develop and submit travel authorizations and travel expense claims.
-As needed, develop research project ideas, gather data, evaluate and submit information, oversee implementation and follow-up.
-As needed, submit requests for inter library loan or compile other research briefs on specific topics or assist in the preparation of Powerpoint presentation or other materials for dissemination.
-Generate and submit appointment, position justification and budget verification, separation and separating employee clearance documentation. Order and follow-up background check process for new employees.
-Maintain time management records and calendar for staff, intermittent hourly employees (Pool) and student assistants.
-Maintain a detailed working knowledge of University infrastructure, policies and procedures.
-Generate, monitor and submit time management documentation, examine and approve online time management, research leave and other absence inquiries for staff.
-In consultation with SHC Medical Records and clinic staff, determine staffing needs and assist scheduling of Pool personnel.
-Analyze operations, troubleshoot problems and develop, recommend and evaluate proposed solutions.
-In consultation with the Executive Director and Lead for Health Education set project priorities, create and maintain provider and clinic licensing documentation and monitor for changes to eligibility status.
-Understand clinic issues from a broader perspective, anticipate impact scenarios on functional areas.
-Respond to all inquiries and requests, and direct as appropriate.

Other duties to support the Executive Director of Health and Wellbeing Services
-Attend meetings and trainings on or off campus.
-Develop individual or group consultations and set meeting dates and events.
-Serve on and/or schedule ongoing and ad hoc committees.
-Record meeting notes as needed.
-Other duties as assigned

Minimum Qualifications: General knowledge and skills in administrative support of medical service programs, with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree OR through a combination of education and work experience which provides the knowledge, skills, and abilities required for this position, most notably the ability to provide program leadership of a strategic nature through planning activities, and the analysis, development, and evaluation of highly complex programs.

Preferred Qualifications: At least one year of progressively responsible administrative support experience performing a similar range of duties to those described in essential job functions above. Thorough knowledge of confidentiality and data security issues. Experience working in a medical clinic or providing support operations support on a university or college campus at the Associate Vice President level or higher. Bilingual Spanish/English speakers with a significant medical vocabulary.

Other Knowledge, Skills, and Abilities Required:
-Ability to maintain confidentiality for staff and students
-Ability to understand all aspects of University budget and finance transaction and information flow and work within those systems.
-Exceptional customer service skills; must have positive attitude and ability to establish and maintain effective working relationships with co-workers, students and others. Professional experience working with a diverse population.
-Ability to remain calm and helpful under pressure; thoroughness, dependability and good organizational skills; ability and desire to work as a team member.
-Thorough knowledge of English grammar and spelling, and of general office procedures. Working knowledge of medical terminology.
-Proficiency in the use of, and ability to quickly learn, new technology systems and software packages.
-Ability to learn, interpret and apply policies and procedures.
-Thorough knowledge of the principles of management, fiscal operations, and organizational planning.
-Ability to interpret collective bargaining agreements and contracts in general.
-Demonstrated leadership and organizational skills.
-Ability to develop and maintain constructive and cooperative working relationships with others.
-Skill in fiscal management. Ability to analyze and make future projections based on present data and other available resources.
-Ability to perform a wide range of duties in a self-directed manner. Evidence of a commitment to ongoing professional development/growth.
-Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and brochures.
-Thorough knowledge of and experience using software applications including word processing, spreadsheets and databases.
-Exemplary written and oral communication skills.

Application Procedure: Please note that Humboldt State University now requires application materials to be submitted electronically. If assistance is needed, the Human Resources & Academic Personnel Services office (located in Siemens Hall room 212) has a computer station available and our front office team would be happy to assist you. Qualified applicants should submit electronically the following materials:

-Letter of Interest;
-HSU Employment Application at
-Resume or Curriculum Vitae;
-Contact information for at least three professional references

Submission of the application materials should be sent as email attachments to

Please include your last name and the job # (17-87) in the subject line of the email.

Application Deadline: This position is open until filled. The first review of applications will be Wednesday, September 27, 2017.

HSU is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Human Resources
Siemens Hall - Room 211
Arcata, CA 95521-8299
(707) 826-3626
Fax: (707) 826-3625

It is the responsibility of the applicant to provide complete and accurate employment information. Incorrect or improperly completed applications will not be considered for vacancies. Any reference in this announcement to required periods of experience or education is full-time activity. Part-time experience or education - or activities only part of which are qualifying- -will receive proportionate credit. In accordance with applicable Collective Bargaining Agreements, preference may be given to the campus applicants covered by these agreements. However, positions are open to all interested applicants, both on and off campus.

Evidence of required degree(s), certification(s), or license(s) will be required prior to the appointment date. The successful candidate for a position at HSU is required to be fingerprinted through the Humboldt State University Police Department or their local law enforcement agency. The results of the fingerprint process must be received by the university prior to the candidate’s appointment. The cost of the fingerprinting is borne by the university.

Humboldt State University is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Humboldt State University can be found at

Humboldt State University is a Title IX/Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race,religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status.

The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.