Department

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Vassar College is deeply committed to providing equal employment opportunities to all applicants and employees by promoting an environment of transparency and respect for differences. We welcome applications from individuals of all backgrounds who meet the qualifications of a posting. If you need to request an accommodation to fully participate in the search process, please contact [email protected].

Job Description

Schedule: Every other weekend, 10:45am - 4:15pm

Position Summary

The Office Specialist-L at Vassar College plays a crucial role within the Health Services Department, focusing on a variety of medical office administrative tasks that support the smooth operations of the health clinic. The Office Specialist will coordinate with students, employees, administrative, and academic offices to ensure that appointments, meetings, requisitions for repairs, and charges for services are conducted in a professional and timely manner. 

This is a part-time (11 hours), in-person, CWA union position for the academic year (42 weeks per year). This position is not eligible for benefits.

Responsibilities:

• Provide administrative support for meetings, calls, department calendar, program preparation, onboarding; prepare documents and medical records, reports, and correspondence, and maintain filing systems.

• Support reception/front desk interactions, answer phones, respond to inquiries, monitor faxing systems, collect and distribute mail, and maintain office supplies including ordering supplies for and maintaining appearance and securing the front door of the common area daily.

• Support maintenance scheduled and issues associated with department facilities and equipment, communicate updates to department and facilities/vendors.

• Supports the budget operations of the office/department: reconcile reports; process invoices; process internal service deliveries; process cash sale orders; ensure expenses are charged to appropriate budget accounts and remain within department allocations; monitor daily medical charges; provide notice if out of alignment.

• Communicate in multiple modes while maintaining patient privacy and confidentiality with department members, vendors, on-campus offices, alumnae/i, volunteers, students, and/or other off-campus partners to complete departmental tasks.

• Support in the organization of events and office hours including scheduling, room reservations, completing tasks identified by an event plan, use of templates to make name tags, event programs or other event collateral, communicate with vendors and participants, and order food or supplies.  

• Attend department events to support the successful execution of the event by welcoming attendees, answering event questions, and referring attendees or vendors to the event host for further information. 

• Support accurate and secure data entry, retention, data uploading, and utilizing pre-built reports for systems and processes.

• Assist students with requests regarding follow up appointments including appointment booking, provides support with insurance or payment issues, discharges students after appointments to ensure payments and follow-up paperwork is completed.

Required knowledge, skills and abilities:

• Three years of progressively responsible administrative support experience.

• Strong computer skills including proficiency with Google Suite, Microsoft Office Suite and ability to learn additional technical systems. 

• Experience working in a healthcare setting.

• Ability to consistently apply policies and procedures.

• Strong written and verbal communication skills. 

• Ability to maintain confidentiality.

• Ability to interact effectively with a diverse community. 

• Ability to sit or stand for extended periods of time.

• Ability to interact socially with others.

Preferred knowledge, skills and abilities

• Five years of progressively responsible administrative support experience.

• Associates degree or other higher educational experience.

• Experience working with software systems including finance and accounting systems, payroll, student information systems, or electronic medical record systems.

Compensation

The compensation for this position is $20.37 per hour.