Clinic Administrative Assistant

Position Summary:

The Clinic Administrative Assistant provides essential administrative and operational support to Student Health Services at Rice University. Serving as the primary front-desk contact, this position will welcome students seeking care, handle clinic communications, and maintain accurate records in our electronic health record (EHR) system. Reporting to the Clinic Coordinator, this role ensures daily clinic operations run smoothly, efficiently, and compassionately.

Special Instructions to Applicants:

All interested applicants should attach a resume and cover letter in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues.

Ideal Candidate Statement:

The ideal candidate is an organized, proactive team player who brings a welcoming, professional, and empathetic approach to serving our diverse student body. They would excel in a fast-paced environment, show strong initiative, and remain calm and helpful when students are sick or in distress.

Workplace Requirements:

This is a full-time, benefits-eligible, non-exempt position at 40 hours per week. This position is exclusively on-site, necessitating all duties to be performed in person, Monday - Friday, 8:30 AM - 5 PM at Rice University. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range: $21.50 - $23 hourly, contingent upon experience and qualifications

Non-Exempt (hourly) positions under FLSA are eligible for overtime.

Minimum Requirements:

• Associate Degree

• In lieu of the education requirement, additional related experience, above and beyond what is required, may be substituted on an equivalent year-for-year basis.

• Three or more (3+) years of experience in an administrative or a medical office setting

• In lieu of the experience requirement, additional related education above and beyond what is required may be substituted on an equivalent year-for-year basis.

• Skills:

• Advanced interpersonal skills to interact warmly and professionally with patients in person, over the phone, and by email

• High adaptability to handle changing daily needs and step in wherever support is needed in a dynamic clinic setting

• Ability to stay composed, take ownership, and follow proper safety procedures when students are ill or facing an emergency

• Excellent time management skills to handle multiple tasks, schedule appointments accurately, and coordinate with healthcare providers

• Strong critical thinking skills to identify urgent student medical concerns and connect the patient with a nurse or clinical provider

Preferences:

• Bachelor's degree
• Experience working in a higher education or student health environment
• Advanced skills using Google Suite, word processing, and spreadsheets for tracking data

Essential Functions:

• Answers incoming calls, screens inquiries, replies to emails and faxes, and deliver accurate clinic information
• Schedules student appointments accurately and communicate any scheduling issues directly to care providers
• Addresses student questions regarding clinic policies, procedures, and appointment preparation
• Updates patient records in the EHR system promptly, including managing holds on student accounts and reviewing health data forms
• Tracks, orders, and organizes non-medical office supplies to keep administrative areas running smoothly
• Processes general office expenses, assist with vendor quotes for equipment repairs, and help track unit budget data
• Reviews patient data to help identify trends for clinic planning, support office moves, and assist with special events or projects
• Strictly follows HIPAA, FERPA, and university privacy rules. Access protected health information strictly on a need-to-know basis
• Performs other duties as assigned

Additional Functions:

• Maintains clean, welcoming, and organized reception and waiting spaces
• Attend staff meetings, join quality improvement activities, and share feedback on daily operational policies.
• Act as a contact for maintenance, safety, and general facility needs.

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

Rice Mission and Values: Mission and Values | Rice University

Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University's Human Resources Office via email at facstaffada@rice.edu for support.

If you have any additional questions, please email us at jobs@rice.edu. Thank you for your interest in employment with Rice University.