Administrative Assistant II

Job Summary

Towson University (TU) is one of the nation’s top 100 public universities. Located north of Baltimore, TU currently enrolls more than 19,000 students and is the second-largest university in the prestigious University System of Maryland. Towson University values diversity and fosters a climate that is grounded in respect and inclusion to cultivate the intellectual and personal growth of the entire university community.

The Administrative Assistant II will provide complex administrative support to the Institute for Well-Being (IWB), including the IWB Director, Center Directors and IWB Assistant Director. This position is responsible for patient account management on specialized software. This position serves as the primary contact for customer interactions for the Speech & Language Center and Occupational Therapy Centers, including scheduling, phone calls, e-mails, walk-ins, etc. Assist with daily operations of the four centers that operate within the IWB, including the Speech-Language Center, Occupational Therapy Center, Hearing & Balance Center and the Hussman Center for Adults with Autism. Work requires detailed knowledge of the IWB clinical centers as well as skill in addressing policy and procedural issues, including confidential information.

Responsibilities And Duties

Daily use of Practice Management (PM) system and Electronic Health Record System (EHR) to schedule client appointments for clinical centers, including weekly diagnostics. Enter and maintain accurate electronic records including entering patient demographics and insurance information. Take appointments by phone and e-mail and follow up with collection of required records for patient visit. Maintain waitlist for patients seeking evaluations and therapy services for upcoming semester.

Manage the front office including greeting and assisting students, faculty, external clients, answering phones, assist clients with completing forms. Manage the general e-mail mail drops for multiple centers, including responding and following up on inquiries. Provide detailed information and program registration information to current and prospective clients. Answer telephone lines to the main number. Assist with verifying of insurance information as needed. Assist with medical billing as needed including entering in claims, checking patient benefits, obtaining prior authorization. Provide support to office staff with tracking and obtaining updated annual patient forms. Create and maintain spreadsheets for program registrations and as required to support Center Directors. Assist the Center Directors with forms and compiling client information as requested. Mail or e-mail through secure methods patient progress and diagnostic reports. Communicate with other medical facilities to obtain patient records. Operate effectively in a HIPAA environment with a firm understanding of confidentiality and HIPAA regulations. Communicate with clients by phone and e-mail for appointment needs, including verify upcoming appointments, insurance eligibility, directions, and parking instructions. Track receipt of required patient information and follow-up with clients prior to appointment if information for the appointment has not been received. Communicate with faculty/clinical supervisor and student clinician with appointment and patient needs. Responsible for tracking and entering visitor parking information into TU Parking Database. Manage list and communicate with TU Parking with visitor parking information for recurring appointments. Responsible for issuance of student parking permits. Collect client fees for services and programs. Enter daily deposits into the University deposit management system. Enter payments into Practice Management system, assist with patient statements and receipts of payments monthly. Assist with coverage of Hearing & Balance Center as needed. Support the IWB Director, Center Directors and Assistant Directors, including creating reports, typing correspondence and presentations as needed. Prepare tasks for student employees to support the IWB operations. Support the IWB and College of Health Professions with other related duties as assigned.

Required

Qualifications and Skills

High School diploma or equivalent Three years of experience providing administrative support.Excellent customer service skills with internal and external contacts, including faculty, staff, students, researchers, etc.Strong computer skills including extensive knowledge of Microsoft Office (Word, Excel and PowerPoint).Excellent communication skills, and ability to interact well with customers who have disabilities and ability to interact professionally with internal and external customers.Time management and ability to work in fast paced environment required.Ability to maintain confidentiality and adhere to HIPAA guidelines.Excellent organizational skills, initiative, sound judgement and ability to independently solve issues related to the job.Ability to multi-task, plan, organize, prioritize, and work on projects independently.Professional demeanor/professional attire required.

Preferred

Knowledge of medical billing software and insurance plans.Prior work experience in a medical office.

Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

Salary And Benefits

$40,609 annually and full University benefits that include annual leave, up to 15 holidays, personal and sick days; excellent health, life, and retirement plans; and tuition remission. Applicants with TU or USM service may receive salary credit. To learn more about our benefits, click here. TU also offers a variety of great perks and discounts, which can be found here.

If you are motivated, innovative and team-oriented, we would love to hear from you.

For consideration, please submit a cover letter and resume with your online application.

This position will be open for a minimum of 14 days.

The safety of our students, faculty, staff, and neighbors has been our top priority and the focus of every one of our decisions since the earliest days of the COVID-19 pandemic. Therefore, the University System of Maryland (USM) has strongly encouraged full COVID vaccination and up-to-date booster shots (when eligible) for all faculty, staff, and students at all schools in the USM as both a reasonable and necessary means of protecting our health and safety.

Organization

Academic Affairs Division

Primary Location

Main Campus

Job Posting

Apr 18, 2024