"Program Assistant"

Job Details

State Title: Program Assistant (A)

Bargaining Unit: CWA

Employment Type: 35 hours per week (Full-time)

Internal salary: Range 16 - Steps 1-11 ($51,479.83 - $74,754.23)

External salary: Range 16 - Steps 1-4 ($51,479.83 - $58,462.15)

The internal salary range is used for applicants who are current NJ state employees with underlying classified status for promotional calculations who meet the requirements below. The external salary range is used for candidates who are not NJ state employees who meet the requirements below.

About TCNJ
Founded in 1855, TCNJ offers a highly personalized and collaborative liberal arts education with over 7,400 undergraduates and 700 graduate students. The college is consistently ranked among the top comprehensive colleges in the nation, offering small classes, a 13:1 student-faculty ratio, and an immersive living-learning experience. With a 4-year graduation rate ranked #1 in New Jersey and #9 among U.S. public institutions, TCNJ is a model for public higher education.

Position Overview:

Student Health Services is located in Eickhoff Hall room 107 and provides medical care, immunization compliance and health and wellness programming to the 7,000+ students currently attending the college in an outpatient medical office setting. The program assistant would report to the Director of Student Health Services and be a member of the Division of Student Affairs.

This position is an in-person, on-campus full-time 35 hours per week position working Monday - Friday 8:30am - 4:30pm. The program assistant is responsible for managing patient appointment scheduling for nurse practitioners, registered nurses and physician. The program assistant oversees the appointment check-in process, follow-up appointment schedule, and payment processing at time of visit.

Responsibilities:

• Reception & general support to a high volume combined medical and mental health office (Student Health Services (SHS) & Counseling and Prevention Services (CAPS). -- Provides courteous, friendly, attentive & professional telephone and in-person reception to students, parents, campus community members and others. Demonstrates proficiency with phone system. Demonstrates use of effective problem solving techniques & communication skills. Checks patients in and out of the office. Exercises proficient office medical triage skills with support of registered nurse utilizing SHS triage tools. Appropriately and articulately communicates patient concerns to licensed healthcare provider clinical staff member. Interacts positively and professionally with other staff members and the campus community.
• Practice Management, Immunization Compliance & Electronic Health Record (EHR) system: Proficient use of the electronic health record system practice management, EHR and Immunization Compliance systems. Accurately enters data into the system and schedules & cancels individual and reoccurring patient appointments accurately. Scans paper records & insurance information accurately into the correct students medical files. Utilizes secure messaging features in system to communicate as needed with students and SHS/CAPS staff. Able to print medical records for record releases. Troubleshoots problems in the system and notifies electronic health record vendor & TCNJ IT Help Desk of issues promptly.
• Office Management: Manages work at the front desk for SHS. Operates and maintains office machinery and equipment (ie., Blackboard, copier/fax, printers, shredders, scanners, radio system, TV). Troubleshoots as needed. Maintains file of instruction manuals, orders and maintains adequate office supplies to ensure continuous functioning of office. Submits work orders, follows up on work orders and coordinates with clinical staff if there are potential interruptions to services due work order needs. Oversee inventory management of OTC products sold at front desk. Direct Student Workers to assist with creation of packets as needed.
• Handling Payment Transactions: Collects & processes payments for chargeable services, supplies and prescriptions, quickly & accurately utilizing blackboard. Follows security policy for credit card transactions. Maintains daily end of day accounting records including receipts and performs daily reconciliation of cash drawer. Deposits on weekly basis with student accounts. Troubleshoots problems with blackboard system and keeps up to date on trainings and enhancements in system. Assists at TB clinics and Flu clinics as needed for payment collection. Managing Student Wellness Holds, balance collections and report running.
• Pre-Entrance Health Requirements: Can recite TCNJ pre-entrance health requirements. Provides accurate review & analysis of incoming pre-entrance health records including laboratory reports. Communicates with students providing clear and concise information regarding missing immunizations. Enters data quickly and accurately into Medicat. Is able to place and release registration and housing health holds in PAWS. Assist with troubleshooting record submissions
• Medical Records -- Handles requests for medical records & information promptly, accurately & according to established policies and procedures. Maintains FERPA and HIPAA compliance. Provides accurate and timely medical records filing, purging, and retrieval. Ensures files are properly organized & secured to safe-guard confidentiality.
• Outreach and campus engagement -- Support at outreach programming to include Flu vaccination programs, COVID vaccination program, TB screening program, health education tabling events, updating office promotional content, creating of health and wellness content, posting to Instagram account. Participating and and/or supporting health/wellness presentations and student orientation programs.
• Assists with Student Worker supervision and scheduling.
• Works independently following established protocols within Student Health Services and following patient appointment scheduling algorithm.
• Works within the scope of established duties and expectations. Seeks support and asks questions to colleagues within SHS/CAPS and Director as needed. On-site or via telephone supervision available.

Required:

• Bachelor's degree or higher from an accredited college or university.
• Minimum of 1 year experience working in an Institute of Higher Education preferred.
• Experience providing clear, concise information in a way that is easily understood by the person receiving the information.
• Experience working and engaging with young adult 17-25 years of age
• Experience directly related to medical or counseling reception and office support preferred.
• Experience working with Electronic Health Record systems (Medicat preferred).

Preferred:

• Excellent oral and written communication skills.
• A solid knowledge base and understanding of physical, developmental and psychosocial needs of the adolescent/young adult population.
• Experience working with a diverse populations including but not limited to BIPOC, international, first -generation, veterans, developmental disabilities, physical disabilities, and LGBTQ+
• Ability to function with high-level independence to be effective in structuring work, setting priorities and managing office affairs.
• Knowledge of and understanding of the principles of confidentiality & informed consent in a healthcare setting. Knowledge of HIPAA and FERPA
• Computer proficiency. Experience with Electronic Health Records. Proficiency with Microsoft Word, Microsoft Excel, Google, Google Documents and shared Google Drives.

Persons with disabilities may request reasonable accommodations in order to perform the essential functions of the position. If the requested accommodation(s) cannot be made because it would cause the employer undue hardship, the applicant may not be eligible for the position.

Employer Qualifications

Employment at TCNJ is contingent upon the successful completion of an applicable background check, reference checks, and verification of identity and authorization to work in the United States (Form I-9).

Residency Requirement: In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees in certain positions (faculty exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants must meet the requirements listed.

Accommodation: Applicants who require a reasonable accommodation to apply or interview should contact hr@tcnj.edu.

Employee Benefits
As a member of The College of New Jersey Community, you will be a part of an exciting and rewarding public university career. Eligible full-time employees will be able to take advantage of a generous benefits package that includes health, welfare, and retirement benefits, including:

• Comprehensive benefit plans covering medical, dental and prescription plans
• Generous leave entitlements program and Energy Savings Program
• Employee and dependent Tuition Waiver and Reimbursement Program
• Pension, retirement, and deferred compensation plans, group life insurance
• Employee Assistance Program (EAP)
• Employee affinity groups
• New Jersey State Employee Discount Program (Pet insurance, cell phone plan discounts, discounted amusement park tickets, etc.)
• Access to extensive learning opportunities

To view a comprehensive list of benefits available to employees, visit our Health Benefits Plans and Programs page to learn more!

SAME Applicants

If you are applying under the New Jersey "SAME" program, your supporting documents (Schedule A or B letter), resume (CV), as well as the names and contact information for three professional references by the closing date listed above to: same@tcnj.edu. For more information on the SAME program visit their website at: https://nj.gov/csc/same/overview/index.shtml, email: SAME@csc.nj.gov, or call CSC at: 833-691-0404.

How to Apply

Qualified candidates should apply online and submit a letter of interest, resume (CV), as well as the names and contact information for three professional references. Applications will be considered until a viable finalist has been found.

The College is committed to fostering a welcoming and inclusive campus community that respects and uplifts individuals from all backgrounds. We value the varied perspectives, experiences, and talents of all members of our community and strive to create an environment where everyone has equitable access to opportunities for success. As an equal opportunity employer, we comply with all applicable federal and state laws regarding nondiscrimination and affirmative action. We encourage applications from individuals whose lived experiences and professional interests align with our institutional mission of academic excellence, access, and integrity.