"Administrative Assistant II"

Posting Summary

Job Title

Administrative Assistant II

Division

Student Affairs Office

Department

University Health Center

Work Status

Full Time

Position Category

Staff

FLSA

Non-Exempt

Pay Range

09

Salary Range

$41,005 - $55,918 / year

Fund Source

State Support

Job Summary

The Administrative Assistant in the University Health Center is the first point of contact for students, faculty, and staff. The Administrative Assistant provides clerical and administrative support for all daily operations. Reviews, updates, and processes patient medical records in the Electronic Health Records system, with the ability to troubleshoot and resolve procedural issues and concerns. Communicates with patients in person, via phone, and email regarding various inquiries, including but not limited to appointments, referrals, medical records, health insurance, in-office billing, and third-party billing. The Administrative Assistant processes transactions based on patient visits in the Point of Sale system and Electronic Health Records. Operates multiple software systems to verify patients’ insurance status via the Electronic Medical Records, Student Health Insurance Carrier, and Health Insurance Broker. Orders, records, and verifies University Health Center medication, medical supplies, and office supplies inventory. Processes inventory updates utilizing the Electronic Medical Records system.

The Administrative Assistant processes and manages payments of incoming and outgoing invoices for all vendors and services, and processes all Banner finance duties for the University Health Center. Arrange and process all travel documentation for staff, update and manage the University Health Center calendar in the Electronic Medical Records system, and the University email calendar software. Schedules meetings in-person and virtually. Records and verifies the record of staff licenses, certifications, educational training, travel approvals, time off requests, etc. Works directly with internal and external constituents (e.g., job applicants, members, vendors, visitors, prospective students, parents, corporate or institutional contacts, and external faculty) and MSU community members to support and/or resolve routine and non-routine issues. The Administrative Assistant directly supports all special events and summer programming initiatives. Responsible for updating and publishing the University Health Center website and troubleshooting software challenges with the Electronic Medical Records system and vendor. Troubleshot and scheduled maintenance and housekeeping in the University Health Center.

Job Duties

Duties & Responsibilities:

• As the first point of contact for patients, faculty, staff, vendors, parents, and community members, the Administrative Assistant must have outstanding customer service skills, which include answering phone calls, responding to emails, and supporting patients visiting the University Health Center. Schedules patients’ appointments, reviews patients’ medical records, verifies the receipt of all required forms before appointment, and processes patient payments in the Electronic Medical Records system and Point of Sale system. Provides patients with medical records when requested. Reviews and analyzes data with Electronic Medical Records reporting functions.
• Verifies the receipt of patient health insurance documents in the Electronic Medical Records system, and uploads and verifies the documents before the appointment. Processes data entry of daily patient scheduling and payment reports and submits reports to the Office of the Bursar.
• Maintains and verifies all financial records and transactions for accounts payable and accounts receivable. Initiates and processes all administrative forms, including, but not limited to, travel documents, employment contracts, reimbursement forms, fund requests, Purchasing Cards, etc. Initiates and completes the employment process for job postings, schedules interviews, travel, all communications, etc.
• Manages the University Health Center calendar in the Electronic Medical Records and various University software systems. Schedules and coordinates in-person and virtual appointments. Reserves meeting locations on and off campus for special events and summer programming initiatives. Supports University Health Center events on and off campus throughout the academic year.
• Records and verifies medication, medical supplies, and office supplies inventory in the Electronic Medical Records system. Orders all medications, medical supplies, and office supplies; ensures the receipt of all items and updates the Electronic Medical Records software system.
• Prepares meeting agendas, distributes materials, and documents meeting minutes. Handles sensitive information with confidentiality, ensuring compliance with HIPAA and FERPA regulations. Must be able to meet deadlines and adapt to changing priorities. Records meeting minutes with accuracy and timeliness.
• Some evenings and weekends are required. Must be able to perform all duties as assigned.

Requested Minimum Qualifications

EDUCATION: A High School Diploma or GED is required.

EXPERIENCE: Three years of secretarial experience is required.

OTHER: Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for the full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis, with 30 college credits being equivalent to one year of experience.

Other Preferences for Consideration

Education Preferred: Associate degree in healthcare management, healthcare administration, or a related field

Experience Preferred: 3-5 years of experience as an administrative support in a clinical setting; 3-5 years of progressive experience operating Electronic Medical Records software

Licensure/Certification Preferred: Certification in Medical Administration; Proficient in Microsoft Office, Google Suite, and the Point of Sale system

Knowledge, Skills & Abilities

Knowledge and Skills:

• Comprehensive knowledge of and skill in the practical application of office practices, procedures, and equipment
• Knowledge of business English, spelling, punctuation, grammar, and arithmetic; of UMS policies and procedures, and the institution’s purpose, goals, and procedures
• General knowledge of and skill in the use of word processing, database, and spreadsheet software programs
• Skill in composing a variety of correspondence, operating manual and automated office equipment; managing filing systems, gathering and summarizing information
• Ability to maintain the confidentiality of information and handle sensitive matters with discretion and tact
• Ability to project a professional and positive image; to understand and follow oral and written instructions; to communicate effectively both orally and in writing
• Ability to make effective oral presentations; to interact with students, public officials, and staff at all levels in a courteous and efficient manner
• Ability to plan, organize, prioritize, and execute complicated and continuing assignments without instruction; to manage office operations and staff
• Outstanding communication and customer service skills
• Excellent multitasking and organizational skills
• Ability to strategically plan, support, and implement goals for the organization
• Must be proactive, ambitious, and forward-thinking to anticipate the current and future needs of the department

Posting Detail Information

Posting Number: ST01549

Number of Vacancies: 1

Job Open Date: 02/11/2026

Job Close Date: 02/25/2026

Special Instructions to Applicant: Please enter Two professional references on the References page of the application.

Required Documents: Resume, Cover Letter

Optional Documents: Transcripts (unofficial)