Medical Administrative Assistant I (Multiple Positions)

University of Arizona
Tucson, AZ
Closing date
Sep 10, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Health & Medical Services

Job Details

Posting Number:



Campus Health and Wellness

Department Website Link:


Main Campus


Tucson, AZ USA

Position Highlights:

The University of Arizona, Campus Health Service’s (CHS) Counseling & Psych Services (CAPS) department is seeking three reliable, responsive and professional candidates for the position of Medical Administrative Assistant. These positions demand high levels of judgement and discretion, comfort and sensitivity to a wide array of cultural and individual differences and lifestyles. These positions also require consistent attendance, the ability to multitask despite frequent interruptions, an ability to remain calm under pressure, and a helpful demeanor; both in person and over the phone. In addition to reception and phone duties, frequent interface with computer systems is necessary. The position will perform a variety of duties assisting the operation of the CHS Psychiatrists and Psychiatric Nurse Practitioners. It involves a combination of clerical duties and basic medical intake procedures, interfacing with students (patients), parents, medical staff, pharmacies and other counseling and medical providers.

The CHS was the first fully accredited college health service in the nation and in the Princeton Review, the CHS has been ranked in the top 4% for Best Health Services for the past five years. The CHS is committed to positioning itself as an exceptional student health center by fostering an inclusive culture that encourages, supports, and celebrates the diverse backgrounds of our employees and the community we serve. It is a diverse organization of over 150 employees who are committed to improving the health and safety of college students. For more information on the CHS, please go to

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!

TheUniversity of Arizona has been recognized for our innovative work-lifeprograms. For more information about working at the University of Arizona andrelocations services, please visit

Duties & Responsibilities:

  • Provide reliable, attentive and professional support for a multi-disciplinary mental health staff.
  • Schedule appointments for counseling and psychiatry staff, both by phone and in person, utilizing an electronic scheduling system with multiple coding elements.
  • Work closely and cooperatively with members of the counseling and psychiatry staff to ensure excellent service delivery.
    Receive and relay messages accurately from callers, providers and phone message lines.
  • Assist students and other service users by answering questions and/or providing information based on a thorough knowledge of departmental policies and procedures.
  • Enter and retrieve relevant patient information, utilizing the electronic medical record; ensure accurate billing using a variety of accounts.
  • Confirm insurance coverage and enter coverage details into the electronic medical record system.
  • Establish, organize and maintain record keeping systems.
  • Arrange meetings and related facility and supply needs.
  • Take accurate minutes at CAPS; type and disseminate these electronically, in a coherent and timely manner.
  • Assist with the monitoring and ordering of office supplies.
  • Work cooperatively as a team to ensure consistent coverage at the CAPS front desk in multiple locations.
    Attend relevant meetings, as indicated.
  • Greet and prepare patients for psychiatry appointments by taking vital signs (blood pressure, body weight, pulse and/or temperature), measuring weight and height, and recording this information in the student’s medical record.
  • Distribute relevant screening instruments to the patient prior to their appointment; manage the paper screening instruments and scan information into the medical record.
  • Obtain outside medical records prior to patient appointments, when indicated.
  • Call in prescription refills authorized by the psychiatric providers to the appropriate pharmacy, when allowed by law.
  • Obtain “prior authorizations” for medications, when required.
  • Additional duties as assigned.


  • Sensitivity to diversity and multicultural issues.
  • Exceptional face to face, telephonic and online communication skills.
  • Ability to remain calm under pressure, exude a helpful demeanor; and display a professional customer service orientation.
  • Ability to work collaboratively and effectively as a member of a team.
  • Comfort and familiarity with operating a multi-line telephone system and experience in using an electronic scheduling system.
  • Ability to multi-task and manage information from multiple sources.
  • Exceptional interpersonal and communication skills.

Minimum Qualifications:

  • High school diploma or equivalent, or equivalent learning attained through experience may be required.
  • Experience in Microsoft programs, including Word, Excel and Power Point.
  • Experience in basic record keeping, standard office procedures and skill operating current office equipment.
  • Ongoing First Aid and CPR Certification.

Preferred Qualifications:

  • Certificate of completion of a Medical AdministrativeAssistant Program.
  • Ambulatory health clinic experience, especially in amental health clinic setting.
  • Medical office experience; especially with adolescent oryoung adult populations.
  • Experience with electronic medical records.



Full Time/Part Time:

Full Time

Number of Hours Worked per Week:


Job FTE:


Work Calendar:


Job Category:

Health Care and Wellness

Benefits Eligible:

Yes - Full Benefits

Rate of Pay:


Compensation Type:

hourly rate



Career Stream and Level:


Job Family:

Health Admin

Job Function:

Health Care & Wellness

Type of criminal background check required::

Fingerprint criminal background check (security sensitive due to title or department)

Number of Vacancies:


Target Hire Date:


Expected End Date:

Contact Information for Candidates:

Patricia R. Morales, PHR
HR Program Coordinator, Sr.
Campus Health Service
[email protected]

Open Date:


Open Until Filled:


Documents Needed to Apply:

Resume and Cover Letter

Special Instructions to Applicant:

Diversity Statement:

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.


As Arizona’s First University, founded in 1885, the University of Arizona now serves nearly 46,000 students, from undergraduates to doctoral candidates. A public land grant university, we work together to expand human potential, explore new horizons, and enrich life for all.

We constantly strive to be a best-in-class place to learn, research, and work. We educate innovative, adaptive learners and problem solvers who are prepared to lead meaningful lives and improve society in the Fourth Industrial Revolution Economy. Our Strategic Plan details how we intend to drive social, cultural, and economic impact, in Arizona and across the world.

As a Research I university and member of the Association of American Universities, the University of Arizona hosts two medical schools as well as the only veterinary college in Arizona. More than 16,500 faculty, staff, and graduate students produce over $687 million in research annually, ranking us among the top 20 public research universities in the nation.

Transdisciplinary research excellence – the true seamless integration across disciplinary university-community boundaries – is an undergirding philosophy deeply rooted in our history. Notably, our BIO5 Institute brings together scientists from agriculture, medicine, pharmacy, basic science, and engineering to treat disease, feed humanity, and preserve livable environments.

We strive for excellence in all our 200-plus undergraduate majors and 150 graduate programs. Our faculty are renowned for ground-breaking research in astronomy and planetary sciences; climate, environment, and solar energy; cancer and biotechnology; optical sciences; electrical and computer engineering; and management information systems. Research us yourself on our interactive FactBook.

As Arizona public employees, we enjoy comprehensive benefits. Among these are a choice of retirement plans, high-quality medical insurance subsidized at 85% of cost; and dental, vision, short- and long-term disability, and life insurance plans. An unusually generous qualified tuition reduction program is one of the benefits our employees, their spouses or domestic partners, and children value most.

Who We Are

Our core values proclaim who our Wildcat community is and what we stand for:

Integrity: Be honest, respectful, and just.

Compassion: Choose to care.

Exploration: Be insatiably curious.

Adaptation: Stay open-minded and eager for what’s next.

Inclusion: Harness the power of diversity.

Determination: Bear down! (Yes, there’s a story here.)

Where We Are

Our Main and Health Sciences campuses are located near downtown Tucson. In addition, we operate a College of Applied Science & Technology in southeastern Arizona, a Biomedical Campus in Phoenix, a Veterinary College north of Tucson, and extension offices in every Arizona county. Despite a metro population of 1 million people, Tucson retains the feel of a small town where everyone knows one another. Ringed by mountains, blessed with abundant sunshine, and recognized as a bicycle-friendly city, Tucson is ideal for outdoor exploration. The second largest city in Arizona also offers cultural, artistic, and social amenities to feed your insatiable curiosity. Emblematic of the desert Southwest, the Sonoran Desert is a region steeped in Native American and Latina/o culture.

Diversity Profile

Our Commitment to Inclusive Excellence

The University of Arizona sits on the homeland of the Tohono O’odham, the Desert People. In 1775, the Spanish Presidio San Agustín de Tucsón displaced the Native people from the floodplain of the Santa Cruz River. With Mexican Independence in 1821, Tucson became part of the Mexican state of Sonora, and might still be so but for the 1853 Gadsden Purchase.

The University of Arizona takes advantage of our unique location and history through initiatives from cross-border collaborative research in arid lands and water management to workshops for women entrepreneurs in Sonora.

The Native Peoples Technical Assistance Office serves as a liaison between Native nations and the research arm of the university, focused on building capacity and research support for tribal community development.

The university of Arizona is proud to be a federally designated Hispanic Serving Institution and one of 9 US institutions to receive the inaugural Seal of Excelencia for demonstrating positive Latina/o student outcomes. We rank No. 1 for the number of doctoral degrees awarded to Native American students, and No. 9 for the number awarded to Latina/o students.

Student success, particularly educational equity for historically underserved groups, is an institutional priority. We have more than 10,000 First Cats (first-generation college students). The Strategic Alternative Learning Techniques (SALT) Center is nationally recognized for its innovative and successful academic support programs for students with learning and attention challenges.

The University of Arizona has many student cultural clubs and organizations. View the list on the Equity, Inclusion, and Title IX website.

These are some of our cutting-edge centers and programs:

Arizona Hispanic Center of Excellence (AZ-HCOE) works to increase the number of Latina/o physicians, enhance health research serving Latinas/os, and improve the cultural competency of health care services in Latina/o communities.

Binational Migration Institute (BMI) is an association of US and Mexican scholars researching the consequences of immigration enforcement policies on Latina/o communities.

Institute for LGBT Studies develops curriculum, promotes research, and presents public programming addressing the histories, politics, and cultures of lesbian, gay, bisexual and transgender people.

Institute for the Study of Religion and Culture (ISRC) serves as a research and outreach center focused on the role of religion in international politics.

Native American Research and Training Center (NARTC) conducts health-related research and training projects to help improve quality of life for Native Americans.

Native Nations Institute (NNI) conducts policy analysis and research dedicated to building capable Native nations.

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United States

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