Check in/Receptionist- Office & Admin Specialist Int

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Working Title:

Check in/Receptionist- Office & Admin Specialist Int

Institution:

St. Cloud State University

Classification Title:

Office & Admin Specialist Sr

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

St. Cloud

FLSA:

Non Job Exempt

Full Time / Part Time:

Part time

Employment Condition:

Classified - Unlimited

Salary Range:

$22.62 - $32.23

Job Description

This position serves as the primary administrative support specialist for Counseling and Psychological Services and the Student Health Center. The position independently administers highly confidential medical and counseling records processes, coordinates patient access and scheduling systems, supports immunization compliance, and applies federal and state privacy requirements including HIPAA, FERPA, and Minnesota data practices requirements. The position is also responsible for front-line student service triage, including distinguishing between medical clinic and counseling appointment workflows, recognizing when a student concern may require referral or escalation to the appropriate licensed clinical or medical professional, and supporting care coordination across the integrated health and counseling environment.

Front desk reception, appointment scheduling and client/patient check-in:

• Acknowledge and/or greet persons entering front desk reception area and assist as needed
• Answer telephone, transfer calls, and/or take messages
• Assist students in scheduling appointments
• Exercise independent judgment in triaging students who contact or present to the center for services, including determining the appropriate appointment pathway based on the student's stated concern and established clinic/CAPS protocols.
• Distinguish between medical clinic and counseling appointment types, check-in requirements, privacy considerations, and workflow differences to ensure students are directed to the appropriate service area.
• Recognize situations where a student seeking one service area may also need support from the other discipline, and appropriately escalate or refer the concern to licensed medical or counseling staff consistent with departmental protocol.
• Support the integrated care model between the Student Health Center and Counseling and Psychological Services by identifying cross-over service needs and facilitating appropriate administrative handoffs without making clinical judgments.
• Assist students in the appointment check-in process and all components of visit including verification of student status, creation of medical record as needed, and updating demographics as needed
• Verify insurance status of scheduled appointments
• Verify, interpret and apply established insurance verification, billing, and student-status procedures to assist students with access to medical clinic and CAPS services.
• Understand and assist students with insurance questions and procedures for utilization of the Medical Clinic or CAPS
• Collect student immunization records and analyze for completeness/compliance
• Sort and distribute incoming mail
• Maintain all equipment and supplies utilized in front desk processes

Maintenance, duplication and filing of medical records and reports:

• Independently administer medical and counseling records in accordance with HIPAA, FERPA, Minnesota data practices requirements, departmental records-retention standards, and applicable release-of-information procedures. Review authorization forms and related documentation for completeness before processing record releases, and identify situations requiring supervisor or licensed-provider review.
• Process, scan, maintain, duplicate, and file medical and counseling reports using established health-information management practices while protecting confidential student informationto prevent unauthorized release of protected health information, incomplete student records, delayed care, or noncompliance with applicable privacy requirements.
• Primary responsible for maintenance of medical records according to medical records policy
• Prepare copies of medical records sent out of the Medical Clinic or CAPS per release authorization and privacy standards
• Scan medical reports and records into individual patient/client health records

Assist in duties of clerical areas in absence of other OAS staff which may include:

• Immunization coordinator- Collect, review, and analyze student immunization documentation for completeness and compliance with university, Minnesota State, and applicable state requirements; identify deficiencies; communicate needed corrective action to students; update records; and exercise independent judgment regarding whether submitted documentation meets established compliance standards.
• Referral coordinator
• Accounts receivable
• Procedure and diagnosis coding
• Insurance claims processing
• Purchasing/accounts payable

Participate in department, division or University trainings and/or serve on department, division, or University committees, taskforces, and working groups as requested.

• Participate in mandatory staff trainings including but not limited to HIPAA, blood borne pathogens, respiratory protection, CPR, etc.
• Participate in training, workshops, conferences and other events that are pertinent to position

Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner. (creation or data entry of letters, forms, protocols, procedures, and other projects assigned)

Minimum Qualifications

• Ability to communicate in a variety of formats to gather and relay information with tact and diplomacy.
• Skill in customer service sufficient to provide prompt and accurate information to customers in person, on the phone, and through email and other written or electronic correspondence.
• Knowledge of standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect files.
• Knowledge of medical terminology sufficient to draft related documents and correspondence with accuracy and maintain records.
• Ability to follow detailed instructions and explain complex processes to customers.

Preferred Qualification

• Knowledge of administrative triage practices in an integrated student health and counseling environment.
• Knowledge of information privacy laws as well as access, release and control of medical information, including HIPAA (Health Insurance Portability and Accountability Act), the Minnesota Data Privacy Act, and FERPA (Family Educational Rights and Privacy Act)
• Knowledge of health-information management practices, release-of-information procedures, immunization compliance review, insurance verification, and medical-office administrative processes.
• Ability to distinguish between medical clinic and counseling service workflows, appointment types, confidentiality requirements, and referral/escalation protocols.

Other Requirements

Please note that successful applicants must be eligible to work in the United States on or before the effective date of appointment. Eligibility includes being a U.S. citizen or national, a lawful permanent resident, or a foreign national authorized to work in the U.S. without the need for employer sponsorship. Employees must maintain work authorization without sponsorship for the duration of their appointment.

Work Shift (Hours / Days of work)

Monday-Friday 8:00-4:30 p.m. Fall and Spring Semesters, Tuesday-Thursday 8:00-4:30pm during academic breaks and summer.

About

St. Cloud State University serves close to 10,000 students and is committed to providing accessible, high-quality education that prepares graduates for meaningful careers and lifelong success. Located along the Mississippi River in St. Cloud, Minnesota, SCSU combines personalized support, applied learning, research, and community engagement to create opportunities for students, employees, and the region. With more than 133,000 alumni worldwide, SCSU continues to make a lasting impact through education, innovation, and service.

St. Cloud State University is committed to creating an inclusive and welcoming environment that values the unique contributions of all students, faculty, staff, and community members. We recognize that welcoming a variety of perspectives, experiences, and backgrounds strengthens our teaching, learning, research, and service mission. We encourage applications from individuals who share our commitment to student success, belonging, and excellence.

Employment for this position is covered by the collective bargaining agreement for the AFSCME which can be found at: https://afscmemn.org/

St. Cloud State University is committed to excellence and actively supports cultural diversity. To promote this endeavor, we invite individuals who contribute to such diversity to apply, including minorities, women, LGBTQIA+, persons with disabilities and veterans. St. Cloud State University does not discriminate on the basis of race, sex, color, creed, religion, age, national origin, disability, marital status, status with regards to public assistance, sexual orientation, gender identity, gender expression, or status as a U.S. veteran. The Interim Title IX coordinator at St. Cloud State University is Andrea Rooney. For additional information, contact the Office of Institutional Equity & Access, (320) 308-5123, Admin. Services Bldg. Rm 121

Salary is commensurate with experience and qualifications and is subject to the terms and conditions of the applicable bargaining unit agreement or personnel plan.

Benefits Information:

At Minnesota State, we take your well-being and work-life balance seriously. We offer a comprehensive benefits package that features low-cost medical and dental insurance with affordable deductibles, employer-paid life insurance, short- and long-term disability, and pre-tax healthcare and dependent care accounts with a roll-over option. To further support your holistic health, employees also have access to a confidential Employee Assistance Program (EAP) for mental health, legal, and financial counseling. Detailed plan details, rates, and coverage choices can be reviewed directly via the State Employee Group Insurance Program (SEGIP) website.

To support your life outside of work, our package includes 12 paid holidays, generous vacation and sick time, and six weeks of Paid Parental Leave. We also help you secure your financial future with a robust Pension Plan, 457(b) and 403(b) retirement accounts, and various investment options. Furthermore, we invest in your growth by providing dedicated professional development and tuition waivers for both you and your dependents. Please note that specific benefit eligibility and coverage levels may vary depending on the type of position, employee classification, and collective bargaining agreements.

Desired Start Date:

11-18-2026

Position End Date:

Open Date:

10-07-2026

Close Date:

10-07-2026

Posting Contact Name:

Courtney Marie Graber

Posting Contact Email:

courtney.graber@stcloudstate.edu