Administrative Support Associate

Client Services & Customer Relations

• Serves as a customer service leader by managing front-office communications, welcoming guests, handling inquiries and concerns with discretion and professionalism, and ensuring timely follow-up to support a positive and seamless client experience.
• Coordinates client scheduling, appointment confirmations, cancellations, waitlists, and rescheduling requests to maximize provider availability and clinic efficiency.
• Performs a variety of administrative support activities, with heavy emphasis on answering the main phone line and main department email account.
• Works effectively with students, parents, university personnel, and external stakeholders to facilitate clinic services and support client needs.

Records Management & Compliance

• Creates, updates, and maintains accurate records, including client records, appointment information, and financial information related to services rendered.
• Gathers information on clients served by the clinic through records requests and distribution of required forms to clients and collateral contacts prior to appointments, including HIPAA-related documentation.
• Maintains strict confidentiality of client records and communications and ensures compliance with HIPAA, FERPA, university policies, and clinic procedures.
• Maintains electronic and physical filing systems to ensure accurate documentation and efficient retrieval of information.

Provider & Clinical Support

• Maintains and coordinates Outlook calendars for assigned providers, regularly prioritizing, arranging, and participating in meetings, teleconferences, room scheduling, conferences, and appointments, with appropriate scheduling etiquette.
• Provides administrative support to clinical providers, including preparation of evaluation materials, coordination of documentation, and assistance with administrative aspects of service delivery.
• Purchases office supplies and clinical products necessary for providers to complete psychological evaluations.
• Manages technology, equipment, and materials used for evaluations and clinic operations.

Financial Administration

• Documents and assists in the processing of all financial transactions related to clinic needs, including billing for services rendered by clinic providers, invoices for interdepartmental services, student bursar account charges and payments, receipt and documentation of payments, and accounts receivable activities.
• Works with the business manager to reconcile financial information and maintain merchant account compliance.
• Assists with tracking, monitoring, and maintaining accurate financial and administrative records.

Operations & Process Management

• Analyzes and summarizes information for the Clinic Director.
• Compiles, tracks, and prepares reports related to clinic operations, client services, billing activities, and program outcomes.
• Creates and updates Standard Operating Procedures (SOPs) for administrative duties.
• Maintains efficient day-to-day clinic operations by monitoring administrative workflows, identifying process improvements, and resolving routine operational issues.
• Provides support for requests and revisions related to Purchase Authorizations for third-party contracts.

Technology & Systems Support

• Serves as a resource for clinic administrative systems, maintaining electronic records and databases.
• Troubleshoots routine technology issues and coordinates with IT support as needed.
• Assists with implementation and utilization of clinic technology systems and software applications.
• Other duties as assigned.

Knowledge, Skills, and Abilities

• Ability to communicate concisely, effectively and with discretion when appropriate.
• Ability to work well with a broad population of students, parents, staff and dignitaries.
• Excellent organizational skills, attention to detail, and high degree of openness to new approaches and new ideas.
• Excellent foresight and ability to identify logistical needs.
• Skill in proper phone etiquette, courteous communications with public, and proper message handling.
• Familiarity with clinical workflows, scheduling, client communication, and maintaining confidentiality in a service-oriented environment is highly desirable.