Wellness Staff Assistant

Rochester Institute of Technology • Rochester, NY

1d • Onsite

About The Position

The Wellness Staff Assistant serves as a key member of Counseling & Psychological Services (CaPS), creating a welcoming, supportive, and professional environment for students seeking mental health services. As a primary point of contact for students, visitors, and callers, this position helps students navigate access to care by providing information about available services, appointment procedures, confidentiality practices, and health requirements. This role supports the daily operations of CaPS by coordinating appointments for healthcare providers, assisting students with required documentation, and maintaining accurate records within electronic health systems. The Wellness Staff Assistant performs a variety of administrative functions, including answering phones, processing payments, managing electronic records, and supporting compliance with confidentiality and regulatory requirements. Through professional and compassionate interactions, this position contributes to a positive student experience and supports timely access to mental health services.

Requirements

• High School diploma or GED
• 2 years of relevant experience
• Equivalent combination of experience and education may be considered
• Knowledge of medical office procedures, terminology, and front desk operations in a clinical or wellness setting
• Knowledge of confidentiality standards, HIPAA regulations, and university policies related to student health services
• Skill in using electronic health record (EHR) systems and appointment scheduling software
• Skill in providing clear, courteous, and professional communication in person, by phone, and electronically
• Ability to manage multiple tasks efficiently in a fast-paced environment while maintaining accuracy and attention to detail
• Ability to interact effectively with diverse populations and maintain a welcoming and inclusive environment
• Candidates must be eligible to work in the United States.

Nice To Haves

• Customer service-oriented with a genuine commitment to supporting student well-being.
• Highly organized with the ability to manage multiple priorities and maintain attention to detail.
• Strong verbal and written communication skills with a professional and compassionate approach.
• Demonstrates discretion, sound judgment, and the ability to handle sensitive and confidential information.
• Comfortable working in a fast-paced environment while maintaining accuracy and professionalism.
• Proficient with technology and electronic record systems, with the ability to learn new systems quickly.

Responsibilities

• Greets and assists students, visitors, and callers, creating a welcoming and professional front desk experience
• Schedules and manages appointments for medical and mental health providers using electronic health systems
• Provides information on available services, appointment procedures, confidentiality policies, and health requirements
• Reviews and processes immunization records and other required health documentation in accordance with university and state regulations
• Handles administrative tasks including answering phones, processing payments, maintaining records, and managing electronic files
• Maintains confidentiality and supports departmental operations by exercising sound judgment and professionalism
• Other duties as assigned

Benefits

• The salary range for this position is listed above.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED