Administrative Assistant of Health Services

Saint Peters University•Jersey City, NJ

3d•$23 - $26•Hybrid

About The Position

Saint Peter’s University, a Jesuit institution founded in 1872, offers a unique educational experience blending rigorous academics, internships, community service, and a supportive alumni network. With over 50 undergraduate majors and graduate programs, the University fosters a diverse, inclusive, and engaging campus community for its 4,000 students. The Administrative Assistant for Health Services plays a crucial role, serving as the primary point of contact for the department. This position requires strong secretarial, technical, and operational coordination skills, with a significant emphasis on customer service, independent judgment, and adherence to privacy regulations (HIPAA/FERPA). Key responsibilities include managing electronic health records (EHR) using PyraMed, handling department communications, ensuring student immunization compliance, and supporting campus events.

Requirements

2–5 years of secretarial or administrative office experience, preferably in a healthcare, medical clinic, or higher education setting
Organizational, communication, and interpersonal skills.
Ability to work independently and collaboratively in a dynamic environment.
Commitment to community engagement, service, leadership development, or related work.
High School Diploma required
Hands-on experience with Electronic Health Record (EHR) systems
Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Drive, and shared inbox/calendar management.

Nice To Haves

Experience developing and maintaining community partnerships.
Experience working directly with community-based organizations.
Familiarity with service-learning, civic engagement, volunteer management, or leadership development programs.
Associate or Bachelor’s degree preferred.
Experience with PyraMed is strongly preferred.

Responsibilities

Provide exceptional, high-touch customer service as the initial point of contact for students, visitors, parents, and campus partners.
Greet visitors warmly, answer phone inquiries, and manage front desk operations with empathy, professionalism, and confidentiality.
Maintain, update, and audit student electronic health records and files accurately using the PyraMed system in accordance with privacy guidelines.
Input patient intake data, update medical history documentation, and assist students with navigating the PyraMed student health portal.
Prepare statistical data and record summaries for monthly and annual departmental reports.
Track and monitor student immunization records in PyraMed to ensure compliance with university and state health requirements.
Conduct proactive outreach and follow-up with students to request, collect, and verify required health and immunization documentation.
Manage and monitor the primary Health Services email account, ensuring timely, professional, and clear responses.
Compose routine correspondence and departmental notices while adhering to privacy regulations.
Represent and support the Health Services Department at major university events (e.g., Student Orientation, Wellness Fairs, Move-In Weekends, Vaccine Clinics).
Assist with event planning, logistics, setup, and distribution of health and wellness educational materials.
Schedule appointments for clinical staff.
Assist with maintaining inventory levels of medical and office supplies.
Provide guidance to work-study student employees.
Operate and maintain office equipment, ensuring logs and documentation are up to date.
Perform other job-related duties as assigned by the supervisor.