Administrative Specialist (Part-Time)

Position Title: Administrative Specialist (Part-Time)

Department: Health Services

Advertised Pay: $15.02/hour base with the potential for a higher entry rate commensurate with experience

Campus Location: Washburn University

Application Deadline:  Application review will begin as applications are received and will continue until the position is filled. Applicants can be assured of full consideration if submitted by: March 18, 2025.

Position Summary: Washburn University is a teaching-focused, student-centered, public institution located in the metropolitan setting of Topeka that has earned national recognition for its high-impact programs for first-generation students. Washburn has a student body of over 5,500 undergraduate, graduate, and law students, a significant and growing number of whom are first-generation and Pell-Grant eligible. The University has created educational pathways for all students to be successful and achieve their educational goals.

Washburn is dedicated to recruiting and retaining a dynamic faculty, staff, and student body and cultivating a vibrant learning and working environment and curriculum. We employ more than one thousand faculty and staff on our campuses throughout Topeka and strive to offer competitive wages, an excellent benefits program, and a supportive culture and a healthy work/life balance. Washburn seeks to create an environment that reflects our core values for creating positive IMPACT: inclusion, modernization, partnership, achievement, community and transformation. In 2024, Washburn was recognized as one of the best colleges in the nation to work for, according to Great Colleges to Work For® program.

The Administrative Specialist, Health Services is responsible for delivering effective customer service in a professional and caring demeanor to all individuals who contact the office and provide administrative support to the office and associated staff maintaining a high standard of confidentiality vis-a-vis patient health information. This is a permanent, part-time position.

Essential Functions:
The Administrative Specialist is responsible for providing administrative support, office reception, and assisting visitors and patients as they arrive; and will:
• Scan ID cards to verify eligibility for services.
• Distribute and collect forms to obtain current patient demographic information and consent for treatment. Review completed forms to verify that they have been fully and legibly completed. Follow up with patients as needed to ensure information is complete and clear. Analyze information from completed forms and communicate with patients to preliminarily determine patient needs and initiate appropriate action to facilitate patient flow.
• Create, update, and maintain patient charts, adding appropriate forms as needed and dating new entries or visits to ensure information is up-to-date and orderly. File patient charts as appropriate (waiting for lab results, referral, patient files, etc.)
• Respond to phone calls from patients, health agencies, and other campus and community partners obtaining information specific to callers’ needs to initiate appropriate action/response.
• Review and assess requests for copies of medical records. Review requests with staff for verification and approval. Copy records as appropriate and forward records as requested.
• Compile and organize materials and collect fees to assist in coordinating Washburn University and Washburn Institute of Technology vaccination clinics, assessments, and other events.
• Ensure that prescriptions for Student Health Services are promptly refilled. Log refill requests and forward them to providers along with patient charts. Notify patients when refills are ready. Forward completed forms to pharmacies and other health care entities for authorization. Assist staff and patients in patient assistance programs.
• Assist with COVID-19 care questions as appropriate.
• Open and close the office as needed.
• Answer the telephone, record, and relay messages and information to the correct recipient to facilitate communication between patients and staff.
• Draft and prepare letters/reports.
• Compile data and information and format reports as requested by staff.
• Develop and revise forms as needed.
• Assist with the use and maintenance of office equipment.
• Collect and distribute department mail, track shipment, and receipt of packages and follow up as necessary to ensure proper delivery.
• Monitor department supplies, place supply orders, and reconcile purchases.
• Identify and reserve meeting space, compile data and information, copy and assemble handouts, notify/invite participants of meetings, and perform other tasks to assist staff with planning, organizing, and scheduling meetings and events.
• Process receipts for services, accept payment for services received, and issue receipts.
• Purge patient files every semester. Remove those who have graduated or left the University. Annually purge files more than ten years old.
• Maintain patient care and professional calendars for department and staff as requested.
• Perform additional job-related duties as assigned or as appropriate.

Non-Essential Functions:
• Transport specimens as needed for Student Health.

Required Qualifications:
• High school diploma, GED or equivalent.
• One year of full-time relevant work experience or post-secondary education, or a combination equal to one year.
• Experience handling money. Proven ability to effectively work independently and maintain confidentiality.
• Demonstrated proficiency using Microsoft Word, Outlook and Excel.
• Proven effective interpersonal, communication and organizational skills.
• Valid driver’s license with a motor vehicle record acceptable by university standards.

Preferred Qualifications:
• Working knowledge of medical terms in the physical and behavioral health domains.
• Education and certification in Basic Cardiac Life Support.
• Work experience in health care in a university or school environment.
• Medical Terminology Certificate, or successful completion of coursework in Medical Terminology.
• Bookkeeping/accounting experience.

Part-time, Mon-Fri,    
Background check and driving history required