Student Center for Health & Counseling Administrative Assistant
Bemidji State University
Location: Bemidji, Minnesota
Internal Number: 1774
Location: Bemidji, Minnesota
Full/Part Time: Part Time
Employment Condition: Unlimited
Bemidji State University (BSU) and Northwest Technical College (NTC) invite applicants to join our team as the Student Center for Health & Counseling Administrative Assistant. The Student Center for Health & Counseling (SCHC) provides BSU and NTC students with a wide range of convenient, quality, on-campus medical services. The Center also offers counseling services involving a spectrum of emotional issues regarding relationships, social situations, academic or financial stress, and other life situations.
The SCHC Administrative Assistant provides office administrative assistance and office management, including reception duties, to the Student Center for Health and Counseling (SCHC) director and staff. This includes clerical responsibilities; managing and maintaining files; and maintaining daily use of budgets; acting as a liaison person for SCHC and other members of the BSU community.
Responsibilities of the SCHC Administrative Assistant include:
Providing appropriate reception support services for SCHC staff and BSU/NTC students:
Appropriately scheduling patient/client appointments according to needs. Scheduling and coordinating meetings for all staff.
Greeting and assisting visitors and students.
Registering patients/clients, including but not limited to: updating demographics and insurance, verifying insurance and scanning insurance cards, reviewing patient rights and responsibilities, assisting patients/clients with any required information needed for appointments, and alerting providers when patient is ready.
Answering and screening inbound phone calls and transferring appropriately. Managing and referring messages and/or requests to appropriate staff.
Assisting walk in/crisis needs to appropriate provider or area.
Generating reports within EMR and other programs as directed.
Preparing and distributing letters, incoming mail, memos, drafts, brochures, handouts, reports, etc., and ensuring that all assignments are performed in a timely and accurate manner. Updating current forms and creating new forms for a more efficient office.
Collecting and assembling data for research projects, annual reports, and budgets, as needed.
Maintaining an inventory of all office equipment, furniture and office supplies. Ordering supplies and furniture as directed and keeping office equipment in good working order.
Recording, compiling, transcribing, and distributing minutes of SCHC staff meetings.
Maintaining confidential records and files, including managing record requests, and obtaining ROIs as needed.
Assisting patients with Minnesota Family Planning Program when appropriate/directed.
Creating work orders as needed/directed.
Coordinating and processing all budget transactions (payments, reimbursements, purchases) and contracts in a timely manner:
Assisting in the preparation of yearly General Fund (Gen Fund) budgets. Monitoring, interpreting, and reconciling monthly account statements and following up on any discrepancies. Initiating fund transfers in consultation with the director. Assisting with and maintaining budget records for SCHC.
Following procedures to ensure accuracy and security of the SCHC accounts payable.
Utilizing purchasing procedures that follow the established guidelines of the University and Minnesota State systems.
Maintaining credit card statements (and cards) for staff members – checking for accuracy and reporting errors. Keeping a database of all credit card transactions to use as a comparison with the monthly budget statement to also check for accuracy. Ensuring all receipts for transactions are accounted for and submitted to Business Services when statements are sent for approval.
As requested, making travel arrangements for staff by completing travel requisitions, advance payment and expense affidavit forms, expense reports, reserving hotel rooms, state cars and other modes of transportation as appropriate.
Leading the contract management process for SCHC, collaborating with others at the University and Minnesota State System to ensure timely workflow through Marketplace.
Completing and submitting necessary documentation for all SCHC Contracts, both new and existing, following the established guidelines of the University and Minnesota State system.
Minimum qualifications for this position include:
At least 3 years of experience with office administration duties.
Effective communication skills sufficient to prepare written materials, read, explain, and interpret a variety of materials, and follow instructions.
Customer service skills sufficient to provide effective general and specialized office support on the telephone, in person, and through email (this requires constant use of human relation skills including tact, empathy and respect).
Skill in database management sufficient to enter, maintain, update, and retrieve information from staffing and scheduling software.
Preferred qualifications include:
An Associate's (2-year) degree in office administration, medical sciences, or related field.
Prior experience working in a medical and/or counseling setting.
Experience with an Electronic Medical Record (EMR) system.
Experience with, and familiarity of, HIPAA and FERPA privacy laws.
Experience with crisis management and first aid in medical and/or mental health settings.
Demonstrated knowledge of, an interest in, or experience working with students and colleagues from diverse cultures and populations.
To facilitate proper crediting, please ensure that your application and/or resume clearly demonstrate fulfillment of the qualifications.
All applicants must be able to lawfully accept employment in the United States at the time of an offer of employment.
Salary is commensurate with education and experience; the current range is $18.92 – $25.59 per hour.
In accordance with the Minnesota State Colleges and Universities (MinnState) Vehicle Fleet Safety Program, faculty and staff driving on college/university business, who use a rental or state vehicle, shall be required to complete a vehicle Use Agreement form and conform to MinnState's vehicle use criteria and consent to a motor vehicle records check annually.
The greater Bemidji community has a population of 25,000 and serves as a regional center for education, commerce, recreation, health care, and the arts.
Bemidji State University, located amid the lakes and forests of northern Minnesota, occupies a wooded campus along the shore of Lake Bemidji. Enrolling more than 5,100 students, Bemidji State offers more than 80 undergraduate majors and eight graduate degrees encompassing arts, sciences and select professional programs. BSU is a member of the Minnesota State system of colleges and universities and has a faculty and staff of more than 550. The university's Shared Fundamental Values include environmental stewardship, civic engagement and international and multicultural understanding.
Northwest Technical College has prepared students for fulfilling careers in high-demand fields for more than 50 years. The college's accessible, affordable, hands-on programs also help the region's employers meet their ever-growing need for a highly skilled workforce. NTC serves more than 1,000 students with an excellent education, an open-enrollment policy and affordable tuition. Students may pursue nearly 40 degree, diploma and certificate programs in six distinct career paths. Classes are offered on campus, online, or as a combination of both. NTC is a member of the Minnesota State system of colleges and universities.
In this Northwoods setting, students, staff and faculty have a variety of activities at their fingertips. Possessing all the charm and character of a college town, Bemidji remains a tight-knit community of good neighbors and engaged citizens who always come out to cheer for the Bemidji State Beavers. While the city of Bemidji — named after the Ojibwe Chief Shaynowishkung (nicknamed Bemidji) — is home to a diverse population of more than 15,000 people, it serves a regional population of more than 100,000.
Located between three American Indian reservations – Leech Lake, Red Lake and White Earth, students at Bemidji State University and Northwest Technical College have the opportunity to experience a dynamic local culture and history. Bemidji also sits at the center of the legends of Paul Bunyan and Babe the Blue Ox. The famous statues of Paul and Babe greet students as they drive in from the south along Lake Bemidji.
Though quaint and historic, the city offers the urban conveniences upon which college students rely. Bemidji State and Northwest Tech are both conveniently located minutes away from affordable restaurants, cozy coffee shops, grocery stores, city parks and more. Small, locally owned shops and art sculptures line the streets of downtown Bemidji, while national chains can be found in and around the Bemidji area, including an uptown selection of department stores and restaurants.
The thriving downtown community presents ample opportunities for engagement off-campus. Among other things, there are fine-dining restaurants, cafes, and a natural foods co-op in downtown Bemidji. The historic Paul Bunyan Playhouse has a calendar of classic shows; restaurants and lounges offer weekly live music performances; the First Friday Art Walk provides a tour of new monthly art exhibits; and annual events such as the Loop the Lake Festival, the Dragon Boat Festival, the Blue Ox Marathon, Bemidji Winterfest, and The Minnesota Finlandia bring the community together.
For those who love the outdoors, there are wooded, multi-use trail systems within minutes of campus and community parks with walking trails, playgrounds and a skate park. Lake Bemidji State Park and its miles of navigable trails is located directly across the lake from BSU, and the Buena Vista Ski Area — just 12 miles north of campus — offers downhill skiing and campus-sponsored student transportation in the winter months. Further, the Mississippi River Headwaters is a mere 45 minutes from Bemidji.
Bemidji State University is the place to be...bold, real, innovative, creative, global, aware, successful, and so much more! Through our signature themes, BSU and its nearly 5,000 students are committed to environmental stewardship, community service, and global understanding. You'll see that commitment in what we teach and in what we do.Located on the western shore of Lake Bemidji, our north woods campus environment reminds us daily of the need to be in tune with our world. Similarly, the American Indian culture of our region beckons us to begin our global journey by understanding our past as we prepare for the future. See for yourself by visiting us soon.