Administrative Associate

Job description

Requisition Information

Posted with Limited AccessNoLimited Access Period Ending DateTitleAdministrative AssociatePosting NumberS01419Full-Time/Part-TimeFull-timeTypical Hours Per Week38.75Regular, Temporary or TermRegularIf temporary or term, enter anticipated end dateBenefits Eligible?YesHourly/SalariedHourlyGradeOP2Hiring Minimum$15.00DepartmentParton Center for Health and WellnessLocationMiddlebury, VT CampusHire contingent upon successful completion of the following post-offer screeningCriminal Background CheckPosition Summary

The Administrative Associate position manages the day-to-day front desk operations of our busy Health Center. This position provides warm and courteous first impressions and serves as the primary point of contact with Health Services at Parton and triages crises. Individual must have excellent communication skills and the ability to manage multiple competing priorities. Must have experience handling and managing confidential information. Additionally, the administrative associate must have demonstrated ability to successfully use the entire suite of Microsoft Office applications and be able to learn and master the use of other applications including: EHR PyraMED, Banner, Hyperion, etc.

Essential Functions

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

This is a full-time, ongoing position. This position manages a very busy front desk operation and offers a high-level of support to PCHW staff. This position:
•Greets students and others, makes appointments for care, provides support for student self check in, distributes delivered prescriptions and provides general health service guidance.
•Answers the phone: Triages for emergent situations and refers to clinical staff; responds to student, staff, or parent questions, referring 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. Receives all daily prescription 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
•First point of contact for all patients, suppliers and visitors to the Health Center
•Schedules appointment for care with RN and MD/NP
•Provide information about resources and services
•Provides guidance to students for self check-in
•Collect intake and other compliance forms
•Communicate information to treating clinicians as needed
•Collect health insurance information from patients
•Process cash and credit card payments for some supplies, vaccines
•Schedules follow-up appointments
•Notifies students’ daily of prescription deliveries.
•Answer phone, directing calls as needed to appropriate staff member
•Triage for emergent situations and refer to clinical staff
•Respond to student, staff, or parent questions; refer as needed
•Facilitate referrals for radiology, lab testing, specialists’ consultations
•Manage clinical staff schedules as directed
•Maintain orderly waiting area
Local Operations
•Check faxes, voicemail, email (where appropriate), and mail; distribute to appropriate staff
•Scan documents into electronic health record, indexing them to patient file in a timely fashion for access by health care provider
•Distribute mail
•Order office and non-medical health center supplies
•Maintain supply of forms and documents
•Compile staff meeting agendas and minutes
•Type correspondence, 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
•Contact students as needed by telephone or email
•Assist in management of student portal – providing technical support to student users
•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
•Deposits cash and credit card payments at Cashier’s office daily.
•Maintains monthly log of cash and credit card transactions.
•Conducts and uploads credit card machine monthly inspection sheets.
•Coordinates security awareness training on payment card industry data security standards for all HC users of credit card machine.

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


High School Diploma or equivalent. Associates degree preferred. Familiarity of Medical terminology required.

Knowledge, Skills and Abilities

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 Microsoft Office suite and other technology.


At least 3 years successful experience in a fast paced office environment. Experience using the suite of Microsoft Office suite. Experience in a medical office setting preferred.

Physical Demands

Appropriate for office work and college campus office and activities. Walking, standing, sitting, lifting of boxes less than 50lbs.

Close DateOpen Until FilledYesSpecial Instructions to Applicants

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

Recommendation Letter RequirementsSupplemental Questions for Posting

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Middlebury website
    • LinkedIn
    • Employee Referral
    • Newspaper advertisement
    • Indeed
    • Vermont JobLink
    • Inside Higher Ed
    • HigherEdJobs
    • Facebook
    • Google Ads
    • Craigslist
    • Seven Days
    • Other
  2. * If you learned of this employment opportunity from a source other than what is mentioned above, please list it here.

    (Open Ended Question)

Applicant DocumentRequired Documents
  1. Cover Letter
  2. Resume/C V
Optional Documents
  1. Reference Letter 1
  2. Reference Letter 2
  3. Reference Letter 3
  4. Certification




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Job No:
Posted: 8/27/2020
Application Due: 10/14/2020
Work Type: Full Time