Administrative Assistant - Counseling and Health Services

DEPARTMENT: Health Services & Counseling Services

SUPERVISED BY:  Director of Health Services

FLSA STATUS:  Non-exempt hourly

EMPLOYMENT STATUS:  Full-time 

POSITION DESCRIPTION: Coordinates and supports daily operations for the Health and Counseling Services departments, exercising independent decision-making and problem-solving to ensure efficient office workflow. Serves as the primary liaison for students, faculty, and external constituents, managing complex scheduling and conducting initial student triage to assess and escalate urgent clinical needs to professional staff..

RESPONSIBILITIES/DUTIES:

• Serves as the office manager and must be able to discern what issues, concerns, projects, etc. take priority.
• Administrative duties (answering phones, scanning and uploading documents, proofreading, scheduling meetings and/or meeting rooms as needed, faxing).
• Greets and triages students who report to the Health Services and Counseling Services offices to determine an appropriate professional response to student concerns.
• Maintains student Health Services and Counseling Services confidential records.
• Assists with budgeting and purchasing processes for Health Services and Counseling Services. 
• Makes appropriate travel reservations as required.
• Coordinates, organizes and carries out special projects.
• Effectively communicates with other constituencies on campus regarding student eligibility for participation if requested (e.g. Athletic Department, Physician Assistant Program, Education and Applied Social Sciences and Natural and Health Sciences).
• Responsible for interviewing, scheduling, and supervising student workers;  approves time sheets.

Duties Specific the Office of Health Services

• Oversee daily pharmacy delivery operations, including student communication, copay/payment collection, and compliant administrative record-keeping.
• Manages the secure transmission of prescriptions and insurance details to pharmacies while gathering requested pricing data.
• Addresses discrepancies with Quest billing; faxes insurance to Quest Lab.
• Oversees accounts payable and invoice reconciliation for all active vendors include Quest Lab, Curtis Pharmacy, SHARPS, Staples, etc.
• Responsible for payment collection and processing for all fee-for-service transactions via cash and credit card systems.
• Schedules specialist appointments for students as requested.
• Process fax requests for medical records.
• Applies registration holds for students who are non-compliant with health requirements.
• Point-of-Care (COVID, Flu, etc.) test processor during periods of high-volume testing.

Duties Specifically to Counseling Services

• Greets and supports faculty, staff, parents and/or students of concern who are seeking urgent consultation or crisis services.
• Alerts Counselors and Director of Triage/Crisis/Consultation needs in a timely and professional manner.
• Data entry and/or supports presentations or report-writing as needed.
• Assists in scheduling on-call rotations, updating holidays in the electronic records system, and creates/post signs for any closures or changes in access to care. 

SECONDARY DUTIES 

• Sorts and distributes mail.
• Uploads documents to PnC.
• Assist in canceling and/or rescheduling appointments in times of staff absence or students calling for assistance. 
• Participates in university committees and university-sponsored events as needed.
• Performs all other duties as assigned.

REQUIRED QUALIFICATIONS:

• A high school education is required; a bachelor’s degree is preferred
• A minimum of at least two (2) years of administrative or business experience.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Mail and Drive), along with a willingness to learn emerging technologies.
• Excellent interpersonal skills, strong written and verbal communication, creativity, problem-solving, and sharp organizational skills.
• Self-motivated and possess the maturity to discreetly handle the confidential nature of the office.

PREFERRED QUALIFICATIONS:

• A Bachelor’s degree is preferred.
• Experienced in clinical office operations and patient relations. 
• Knowledge of basic medical and psychological terminology. 
• Experience working with Electronic Medical Records.

Required applicant materials include: cover letter and resume.  Review of applications will continue until the position is filled. Applications received by July 15, 2026, will receive priority consideration.  All finalists will be required to submit a reflection statement to Seton Hill’s Mission.