Administrative Assistant - Health Services

Job Title: Administrative Assistant - Counseling & Mental Health Services
Location: Los Angeles, CA
Pay Rate: $28.00 - $31.00/hr (commensurate with relevant experience)

Position Overview

Serving as the first point of contact for students seeking support, this role requires exceptional interpersonal sensitivity, composure in a high-volume clinical environment, and sound administrative judgment. You will collaborate closely with clinical staff, counselors, and administrative leaders to ensure seamless front-office operations and prompt student care.

Key Responsibilities

• Front-Office & Reception Operations:
  • Greet students, visitors, and campus partners with warmth, empathy, and professional discretion.
  • Manage incoming multi-line telephone inquiries, triage requests, take detailed messages, and route calls appropriately.
• Intake & Appointment Scheduling:
  • Schedule individual and group counseling appointments across clinical provider calendars using electronic scheduling systems.
  • Assess student urgency according to established department triage protocols-identifying whether a student requires immediate crisis intervention, an appointment within 48 hours, or standard scheduling (3-7 days).
  • Proactively collaborate with the Clinic Director and triage counselors to verify intake decisions whenever clinical ambiguity arises.
• Records Management & Clinical Data Entry:
  • Maintain, update, and protect confidential student medical and mental health records within the Point and Click (PnC) Electronic Medical Records (EMR) system.
  • Ensure strict compliance with FERPA, HIPAA, and university privacy regulations.
• Administrative & Departmental Support:
  • Assist clinical staff and department leadership with calendar coordination, meeting preparation, and special projects.
  • Prepare, inventory, and distribute psychoeducational handouts, intake packets, and student health resources.
  • Perform general office duties including document scanning, electronic filing, and departmental correspondence.

Qualifications & Requirements

• Education:
  • High School Diploma or equivalent required.
  • Bachelor's degree in Healthcare Administration, Psychology, Social Work, or a related field strongly preferred.
• Experience:
  • Minimum of 2-3 years of administrative, clerical, or medical receptionist experience (3-5+ years strongly preferred).
  • Prior experience in an ambulatory clinic, student health center, psychiatric/behavioral health practice, or academic medical environment preferred.
• Technical Skills:
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
  • Prior hands-on experience with Electronic Medical Record (EMR) software (experience with Point and Click or Datatel/Colleague is a strong advantage).
• Core Competencies:
  • Crisis Sensitivity & Poise: Ability to maintain a calm, welcoming, and reassuring presence in stressful or high-acuity situations.
  • Communication: Excellent verbal and written communication skills characterized by active listening and empathy.
  • Attention to Detail: High accuracy in appointment scheduling and clinical data management.
  • Discretion: Strict adherence to patient privacy, confidentiality, and medical ethics.

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