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About Us
Student Affairs at Caltech supports the academic success of students and fosters their intellectual, personal, social, and professional development. Within Student Affairs, Caltech Student Wellness Services (SWS) advances the holistic well-being of students by integrating physical, mental, and social health within a culture of scientific rigor and curiosity. We provide accessible, high-quality clinical care and wellness education, and partner with students, faculty, and staff to support student health, resilience, and success at Caltech and beyond.
This is a Campus Critical position. An employee designated as campus critical is expected to be aware of the campus emergency management plan and to report to Campus as soon as possible in the event of an emergency to assist in campus wide response and recovery efforts.
Job Summary
The Medical Assistant plays a vital role in supporting the delivery of high-quality healthcare to students within Student Wellness Services. Working closely with providers, nursing, and front office staff, the Medical Assistant provides front office, clinical, and operational support to ensure the clinic runs efficiently and students receive timely care.
The ideal candidate is compassionate, welcoming, and student-centered in every interaction; works collaboratively as part of an interdisciplinary team; is detail-oriented, organized, and able to prioritize in a fast-paced environment; and maintains professionalism, confidentiality, and a commitment to excellent service in a dynamic college health setting.
Essential Job Duties
Front Office / Patient Support
- Serve as a first point of contact for students seeking healthcare services, including check-in/check-out, verification of demographic and insurance information, and coordination of patient flow.
- Coordinate appointment scheduling to support clinical flow – prioritizing urgent needs, optimizing access, and adjusting the clinic calendar in real time to minimize disruptions.
- Manage incoming communication, including answering phones, addressing patient inquiries, and triaging messages based on clinical urgency to ensure timely follow-up and continuity of care.
- Guide students in navigating clinic services, including referrals to specialists and community resources.
- Support the Health Entrance Process by assisting with the collection and processing of required student health documentation.
Clinical Support
- Assist clinical staff with patient care during appointments, including obtaining vital signs and medical history and assisting with procedures.
- Perform basic laboratory tests (e.g., urine tests, rapid strep tests) and collect specimens for lab processing.
- Administer medications and vaccines within scope; assist with phlebotomy and injections within scope.
- Perform procedures by order and within scope, which may include EKGs, ear lavage, or wound care.
- Assist with care coordination for urgent, high-needs, and complex student presentations, following established procedures and collaborating with licensed clinical staff.
- Process prescription refill requests and prior authorizations in coordination with providers.
- Provide patient education on health topics, medication instructions, and follow-up care as directed by protocol.
- Maintain accurate and timely documentation in the electronic medical record (EMR) and monitor and respond to EMR tasks and messages.
Clinic Operations & Maintenance
- Prepare exam rooms before and after visits, ensuring cleanliness and stocking of necessary medical supplies.
- Maintain medical supply inventory and replenishment protocols for the clinic.
- Ensure compliance with all clinic policies, procedures, and safety regulations.
- Participate in staff meetings and contribute to quality improvement initiatives.
- Assist with student outreach events as needed (e.g., health fairs, resource tabling).
Other Duties as Assigned
Basic Qualifications
Education
- High school diploma or equivalent.
- Completion of an accredited Medical Assistant program.
Experience
- Two years' experience as a medical assistant required.
- Experience with electronic medical record (EMR) systems (e.g., Epic, Point and Click) required.
Certification / License
- Current BLS/CPR required.
Skills
- Excellent communication and interpersonal skills, with the ability to work with diverse student populations.
- Strong organizational skills and attention to detail.
- Ability to multi-task and prioritize in a fast-paced environment.
- Proficiency with computer systems and medical software.
Working Conditions
- Must be able to stand, walk, and sit for extended periods and perform job duties including taking vitals, ear lavage, EKGs, and phlebotomy.
- Ability to work in a fast-paced environment and respond to emergency situations.
- Some evening or weekend hours may be required based on clinic needs.
- Compliance with all applicable local, county, state, and federal public health orders and vaccine requirements.
Preferred Qualifications
- Previous experience in primary care or college health preferred.
- Medical Assistant certification (CMA, RMA, or equivalent) preferred.
- Phlebotomy certification or experience desired.
Required Documents
- Resume
- CL
Hiring Range
$22.50 - $25.00 Per Hour
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.