Administrative Assistant II, Student Health Center, UNLV Student Wellness [R0151181]

Nevada System of Higher Education•Las Vegas, NV

About The Position

The University of Nevada, Las Vegas invites applications for an Administrative Assistant II, Student Health Center, UNLV Student Wellness [R0151181] ROLE of the POSITION Student Wellness at the University of Nevada, Las Vegas seeks a full-time Administrative Assistant II to join our team at Student Wellness. The AAII duties include but are not limited to: Financial and Administrative Duties Receive, review and post invoices to the Workday financial systems. Review vendor statements as needed to ensure all invoices are accurately posted. Prepare, open, monitor, adjust and close purchase orders Assist with annual physical inventories. Assist with responding to student emails and voice mails regarding the student health insurance plan. Assist with patient billing functions such as patient billing, payment posting, reporting and researching problems. Research and review financial transactions to support the business team Front Office Duties Accurately schedule, re-schedule, cancel, and confirm appointments. Enter and update patient/client data into the electronic health record (EHR), forms and reports. Verify, obtain and maintain patient/client demographics. Perform check-in and check-out procedures. Assist and guide patients/clients with patient portal system. Trouble shoot portal use issues and resolve portal concerns. Accept and process payments according to department procedures. Perform assigned clinic opening and closing procedures. Assists as required during daily reconciliation process. Follow and complete individual daily closing and reconciliation process per department policy and procedure. Maintain and update SWC patient accounts in a timely manner and organized format. Assist in the preparing and mailing of patient billing statements as requested by the Accounting Assistant, Associate Director or the Director of Business & Administration. Reception Duties and Customer Service Acknowledge and greet patients, clients, and visitors upon entering the Student Wellness Center. Provide accurate general information about SWC and its services. Control flow, monitor and manage entry into clinic area. Answer telephones, emails, instant messages (IM) and assist with requests resulting from these inquiries. Retrieve and respond to messages (phone, in-person, electronic). Coordinate deliveries, patient/client/guest/visitor flow with internal departments. Ensure a neat, clean and professional appearance of the lobby, self-check-in, and front desk areas. Report damaged or non-functioning equipment/furniture, restroom work orders, or hazards to team lead and/or supervisor immediately.

Requirements

Graduation from high school or equivalent education and two years of clerical and administrative support experience which included experience in one or more of the following areas: maintaining records and files; preparing a variety of materials using a personal computer or word processor; assisting customers in completing forms and applications; and/or performing secretarial duties in support of professional staff; OR one year of experience as an Administrative Assistant I in Nevada State service; OR an equivalent combination of education and experience as described above.
Financial - experience processing invoices, managing purchase orders, reviewing vendor statements, preparing journal vouchers
Patient Billing & Accounts Receivable – experience with reconciliations, refunds, and accounts receivable.
Must ensure strict adherence to federal privacy regulations, including HIPAA and FERPA, to maintain the confidentiality of protected health and student information
Excellent customer service and strong communication skills
Ability to make independent judgments to ensure data and reporting accuracy, identify data entry or billing errors, and resolve past due and / or escalated concerns
Ability to coordinate, assist, and train other administrative assistants on business policies and financial transactions.
Ability to manage multiple and sometime conflicting priorities
Experience with, or the ability to be trained on specialized software systems including Google & Microsoft Office Suites, Workday, Medicat (Electronic Health Record system), Power DMS, and Jabber & Cisco Finesse phone systems.
Willingness to act as a member of a healthcare team, which includes assisting with vaccine outreach clinics, completing annual hazardous materials and blood-borne pathogens (OSHA) training, and following emergency and disaster safety procedures.
All candidates must pass a background screening.
This position is considered a healthcare worker and must follow the federal COVID-19 vaccine requirement by providing proof of being fully vaccinated against COVID-19 or have an approved medical or religious waiver on file with Human Resources before their start date.
Employees of the UNLV Student Wellness Center must be in compliance with our Employee Exposure to Communicable Disease (Prevention of) Policy.

Responsibilities

Receive, review and post invoices to the Workday financial systems.
Review vendor statements as needed to ensure all invoices are accurately posted.
Prepare, open, monitor, adjust and close purchase orders
Assist with annual physical inventories.
Assist with responding to student emails and voice mails regarding the student health insurance plan.
Assist with patient billing functions such as patient billing, payment posting, reporting and researching problems.
Research and review financial transactions to support the business team
Accurately schedule, re-schedule, cancel, and confirm appointments.
Enter and update patient/client data into the electronic health record (EHR), forms and reports.
Verify, obtain and maintain patient/client demographics.
Perform check-in and check-out procedures.
Assist and guide patients/clients with patient portal system.
Trouble shoot portal use issues and resolve portal concerns.
Accept and process payments according to department procedures.
Perform assigned clinic opening and closing procedures.
Assists as required during daily reconciliation process.
Follow and complete individual daily closing and reconciliation process per department policy and procedure.
Maintain and update SWC patient accounts in a timely manner and organized format.
Assist in the preparing and mailing of patient billing statements as requested by the Accounting Assistant, Associate Director or the Director of Business & Administration.
Acknowledge and greet patients, clients, and visitors upon entering the Student Wellness Center.
Provide accurate general information about SWC and its services.
Control flow, monitor and manage entry into clinic area.
Answer telephones, emails, instant messages (IM) and assist with requests resulting from these inquiries.
Retrieve and respond to messages (phone, in-person, electronic).
Coordinate deliveries, patient/client/guest/visitor flow with internal departments.
Ensure a neat, clean and professional appearance of the lobby, self-check-in, and front desk areas.
Report damaged or non-functioning equipment/furniture, restroom work orders, or hazards to team lead and/or supervisor immediately.