Administrative Medical Assistant

Apply now Job no: 513914
Classification:Administrative Generalist 3
Grade:Grade 76
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Student Services
Location: Fairbanks
Categories: Office/Clerical

Position Summary:

The UAF Student Health and Counseling Center (SHCC) is seeking a Medical Administrative Assistant. The Student Health and Counseling Center provides medical, counseling, and health education services to the UAF student body.


10Computer skills: -Proficient use and understanding of Banner Student screens and detail codes pertaining to student payments and to verify student eligibility status. -Proficient use and knowledge of electronic medical scheduling/records system. -Schedule and adjust appointments for medical and counseling staff. -Transfer messages to providers including prescription refill requests. -Enter transactions for billing and record payments accurately. -Use basic Microsoft Office components including word processing and spreadsheets. Perform data entry of records, utilize email, knowledge of web-based programs used by counseling staff. - Knowledge of Banner Finance to to process daily deposits and back-up Office Manager when needed.Essential
25General Office Duties: -Closes SHCC at the end of each day, count down the cash drawer and balance with deposit summary report, print schedules for the following day, print encounter forms, lock all office doors and shut off lights and make sure the building is secure. May be responsible, on occasion, for opening SHCC. -Use effective interpersonal and public relations skills, cash handling skills, problem solvingstrategies and adapt to changing situations. -Answer phone, route calls, schedule appointments. -Use office equipment which includes faxing, copying for students and staff, word processing, composing, editing, maintaining spreadsheets, processing outgoing mail/faxes, monitoring and updating forms used by SHCC. -Maintain inventory of various office supplies. - Follow verbal and written instructions. -Maintain flexibility and a calm demeanor in hectic clinic environment while respecting student and staff needs. -Ability to make decisions in an independent manner.Essential
5Cash Handling and Accounts Payable: -Handle cash and other payments for services rendered. -Ensure adequate change for student transactions. -Print receipts from credit card machines. -Responsible for the daily countdown and balancing of cash drawer. -Ensure financial drawer and information are secured at the end of each day. -Print reports daily from electronic records system to reconcile the daily revenue. -Process deposits for Health Center. -Access Banner Finance to enter details of deposit. -Perform light bookkeeping tasks necessary to keep soft ledgers. -Demonstrate knowledge and training in Purchasing and Accounts Payable policies and procedures.Essential
5Insurance information: -Assist students who have basic questions about student insurance plan. -Refer difficult questions or claims to Insurance Coordinator or Director -Make copies of receipts for students and fax information to insurance companyEssential
5Planning and Training: -Participate in general staff meetings regularly. -review supply inventory and notify office manager as supplies needed. -Participates in outreach programs as needed. -Attend blood borne pathogen and CPR training on a regular basis as required by the SHCC.Essential
50Medical Reception Duties: -Schedule medical and counseling appointments in person and over the phone. -Triage appointments based upon the severity of patient/client need. -Greet patients and instruct them on using computers for medical and counseling questionnaires. -Determine student eligibility by verifying insurance and health center fee via Banner. -Ensure that patients/clients fill out appropriate forms for specific appointments. -Notify provider of client arrival and check clients in and out for appointments. -Collect payment for student services provided. -Iinterpret results of PPD (Tb) tests and document the results in system. -Maintain knowledge and adherence to HIPAA and FERPA regulations including privacy, security and confidentiality standards. -Handle incoming patient/client documents, patient histories, immunizations, etc. and ensure proper documentation and inclusion into chart records. -Process outgoing records including authorizations to release medical records to ensure compliance with HIPAA/FERPA. -Review medical/counseling appointments daily, cancel and reschedule appointments as necessary. -Verify completion of necessary documentation for medical records -Respond to inquiries about SHCC information, requirements and eligibility. -Provide a variety of information about campus and community resources. -Pay close attention to detail and maintain strong organizational skills. -Must have excellent interpersonal and public relation skills.Essential

This person provides administrative support services for SHCC and assists the Office Manager in other administrative functions as needed. Typical tasks include: scheduling appointments, maintaining and tracking immunization records, entering financial transactions and making deposits, maintaining office inventory, answering telephones, taking messages and maintaining chart records in accordance with HIPAA/FERPA. Dependability, accuracy and attention to detail are extremely important in this position. This person must be able to maintain good ongoing relationships with SHCC staff and with other UAF departments. In addition, this person must be able to work under pressure with interruptions and handle stressful situations. Additional office duties and projects will need to be completed as assigned. This position reports to the SHCC Office Manager.


-Knowledge of administrative medical assistant duties including scheduling appointments (including the ability to triage care appropriately),
-High school diploma or equivalent
- Evidence of experience in human relations and telephone interaction
- Experience in general office procedures
- Evidence of good writing skills and experience with oral communication
- Experience with filing systems (numerical and alphabetical) and other organizational skills
- Experience with computers, computer applications and keyboarding skills
-Experience working with electronic scheduling and other computerized front office functions


1-2 years working in medical office or equivalent relevant training or experience, such as medical assistant training


High school diploma
Experience in medical reception/administrative work
General office skills: typing, word processing, e-mail communication, telephone communication with multi-line experience, electronic medical records, customer service, human relations, good written and oral communications.

This position is also responsible for closing the clinic each day and may require evening hours.  This is a Term-funded, 9 month contract from mid-August to mid-May full time, benefited position.

Minimum Qualifications:

- High school diploma or equivalent
- Evidence of experience in human relations and telephone interaction
- Experience in general office procedures
- Evidence of good writing skills and experience with oral communication
- Experience with filing systems (numerical and alphabetical) and other organizational skills
- Experience with computers, computer applications, and keyboarding skills

-Experience working with electronic scheduling and other computerized front office functions

Desirable Characteristics:

- Experience working in a health-care setting
- Familiarity with medical terminology, ICD-10 coding, CPT coding, billing practices, insurance billing, and accounts payable
- Familiarity with the Banner system (used at UAF), specifically purchasing and banner student
- Familiarity working with electronic scheduling and other computerized front office functions
- Experience working on a college campus (especially UAF)

Special instructions to applicant:

Please attach a resume, cover letter, and names and contact information (email and phone number) for three (3) references.  This is a full-time, Grade 76, 9-month position complete with a competitive salary and UA employee benefits package.

Application Review Date:  Applications must be received prior to 11:55 pm Alaska time on Sunday, November 10, 2019 to be considered.  Applications received after this time and date may not be considered for this position. 

Term-funded employment is for a specific period or project identified within the contract letter and subject to the terms of that contract. Employment of these positions may not be renewed at the end of the contract period or prior to the end of the specified period as a result of inadequate funding or expiration of the grant, pursuant to University Regulation 04.05.020.C(1)(a) and 04.09.040.B.

Retaining employees within the university is an element of “putting people first” and not only serves to motivate and reward employees for exemplary work, but also allows the university to retain talent and reduce the impacts of turnover.

Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:

Public Disclosure Statement:

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug Free Workplace. University of Alaska is a Drug Free Workplace

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Training Policy:

It is the policy of the University of Alaska that all employees are required to attend training to meet the requirements of the positions they hold and to complete the required training within a specified period of time to remain employed at UA.

Contact Information: If you have any questions regarding this position please contact University of Alaska HR at 907-450-8200.

Advertised: Alaskan Standard Time
Applications close: Alaskan Standard Time

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