Office Specialist - Arizona State University : Job Details

Job DescriptionThe Front Desk Administrative Assistant maintains responsibility for engagement, scheduling, and interfacing with all incoming patients to ASU Counseling Services. This job requires a strong understanding of the University student population and sensitivity to the mental health needs of the community. Familiarity with electronic health record systems, and experience in phone queue metrics is important. The position works closely with administrative and clinical staff in the completion of registration of patients, scheduling, appointment management, referral completion, management of a high volume of telephone calls and scanning of documentation. An understanding of HIPAA and patient confidentiality is also imperative. Familiarity with university support systems is also beneficial. The position requires the use of judgement and initiative to determine the best approach for urgent and non-urgent patient care needs. Participation in Quality Assurance reporting is also an aspect of the position to determine sound approaches to engaging in high levels of patient care. Other duties may be assigned that align with the needs of an office environment.Days and Schedule: This position is a Full time position, Monday thru Friday 8AM to 5PM; evenings and weekends may occasionally be required. Work location is primarily at the Tempe campus but you may occasionally be required to travel to our other campuses for coverage.Working Environment

• Communicate effectively
• Use computers effectively including inputting, reviewing and retrieving information, extended periods of screen viewing and using mouse and keyboard
• Work in an office setting and use office equipment (e.g. scanners, printers, copiers, fax machines, telephones)
• Sitting or standing for extended periods of time
• Lifting or moving up to 45lbs.

Background Check StatementASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.Minimum QualificationsThree (3) years of office/clerical experience, which includes one (1) year in a directly related function; OR,Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.Department StatementASU CS has a strong commitment to meeting the needs of diverse people and creating an environment where all persons feel welcome. The staff of psychologists, social workers, and counselors work with students from a wide range of theoretical orientations. As the primary mental health care provider for ASU, we are committed to supporting our students' academic goals by providing access and service for all of ASU's students. ASU CS staff are committed to balancing the challenging demands of clinical service provision with a dedication to creating a collaborative environment that provides attention to our own personal wellness and professional development.Desired Qualifications

• Front office and healthcare experience
• Experience in scheduling and management of appointments
• Experience in utilizing an EHR (electronic health record) system
• Evidence of effective communication skills
• Experience in customer service skills
• Experience in utilizing a multiline phone and/or call center
• Demonstrated knowledge with health records privacy and security regulations
• Experience in multitasking and making accurate decisions based on client and clinician needs

ASU StatementArizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.ASU is a tobacco-free university. For details visit Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law. Notice of Availability of the ASU Annual Security and Fire Safety Report In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU's Annual Security and Fire Safety Report is available online at You may request a hard copy of the report by contacting the ASU PD at 480-###-####. Relocation Assistance - For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit Essential Duties

• Maintaining accuracy in scheduling patients to meet with mental health providers
• Providing high levels of customer service to students, faculty, staff, family members and other university partners who contact the counseling center by phone through the phone queue system
• Providing support to clinical service providers
• Assisting intermittently with completion of referral documentation to outside providers
• Participation in Quality Assurance reporting to ensure high levels of customer service provision
• Utilizing Electronic Medical Records functions to document all pertinent information
• Completing registration of patients into electronic health record
• Organizing and prioritizing workload based on acuity
• Maintaining confidentiality by following all applicable HIPAA regulations
• Utilizing excellent telephone etiquette and customer service skills
• Maintaining knowledge of the university community and being a detail oriented team member who demonstrates enthusiasm and has a caring commitment to the patient
• Responsible for taking a leadership role in cultivating, creating and ensuring student participation in ASU Spirit, Pride and Tradition while instilling institutional affiliation and college pride.

Fingerprint Check StatementThis position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.Instructions to ApplyApplication deadline is 3:00PM Arizona time on the date indicated.Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.Only electronic applications are accepted for this position.