Senior Health Office Assistant (Substitute)


Mission Viejo, CA

ID: 7082607 (Ref.No. NBU0809213)
Posted: August 9, 2021
Application Deadline: Open Until Filled

Job Description

Summary Description:
The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds. 

Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.

Under direction from assigned supervisory or management staff, organizes, coordinates, and manages both the front office and back office functions of the student Health and Wellness Center (HWC)/Student Health Center (SHC) at assigned campus; trains and provides work direction to evening staff and students as assigned; performs the full range of specialized office support and clerical duties in support of the Health and Wellness Center; screens callers and visitors; schedules appointments; maintains patient records; and assists medical staff including in health-related programs, with medical inventory, with informational services, and other areas as necessary.

Knowledge of:
Medical assistant principles and practices. 
Work organization and office management principles and practices specific to a large medical office. 
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers. 
Office assistance and support duties applicable to a medical office. 
Confidentiality requirements applicable to patient health reports and records. 
Medical terminology, practices and procedures. 
Health and safety precautions applicable to a health and wellness center. 
First aid procedures used to assist ill and injured individuals. 
Emergency procedures and proper radio communication. 
Pertinent federal, state, and local laws, codes, and regulations. 
Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases. 
Basic processes, procedures, and practices of budget preparation and administration. 
Principles, practices, and procedures of business letter writing. 
Principles and procedures used in complex, inter-related record keeping. 
Principles and practices used to establish and maintain files and information retrieval systems. 
Principles, practices and procedures of fiscal, statistical, and administrative research and report preparation. 
Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette. 
Basic mathematical concepts. 
English usage, grammar, spelling, punctuation, and vocabulary.

Ability to:
Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities. 
Understand, interpret, and apply general administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances. 
Manage the front and back office functions in a student health and wellness center. 
Organize, coordinate, perform, and oversee specialized medical office support and clerical duties and activities of a general and specialized nature involving the use of independent judgment and personal initiative in support of the HWC/SHC including screening callers and visitors, scheduling appointments, and maintaining health records and information. 
Plan and organize work to meet schedules and changing deadlines. 
Establish, review, and revise office work priorities. 
Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale. 
Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. 
Prepare and maintain procedure manuals. 
Provide minor first aid including in emergency situations. 
Use sound judgment in recognizing scope of authority. 
Participate in the preparation and administration of assigned budgets. 
Research, compile, analyze, and interpret data. 
Prepare a variety of clear and concise administrative and financial reports. 
Implement and maintain filing systems. 
Independently compose and prepare correspondence and memoranda. 
Operate and ensure proper functioning of two-way radio equipment used to communicate with nursing staff and campus safety. 
Respond appropriately to the health needs and requests and inquiries from students, staff, faculty, or the public; effectively present information in person or on the telephone. 
Remain calm and efficient in emergency situations. 
Ensure cleanliness of HWC/SHC facilities. 
Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records and reports. 
Type or enter data at a speed necessary for successful job performance. 
Operate office equipment including computers and supporting word processing, spreadsheet, and database applications. 
Adapt to changing technologies and learn functionality of new equipment and systems. 
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. 
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students. 
Communicate clearly and concisely, both orally and in writing. 
Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Equivalent to completion of the twelfth grade supplemented by coursework or on-the-job training in medical office practices and procedures including bookkeeping and medical terminology or other directly related coursework or training. 

Three years of responsible clerical experience including two years of medical or health-related office clerical experience that included responsibility for scheduling appointments, ordering medical and office supplies, maintaining patient accounts, and providing secretarial/clerical support to medical staff.

License or Certificate:
Possession of, or ability to obtain within probationary period, valid First Aid and CPR Certificates and California driver’s license.

Conditions of Employment:

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:
Work is performed primarily in a medical office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and may be required to drive a mini-van to transport ill or injured students in the case of an emergency. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Additional Position Information:
METHOD OF APPLICATION: Complete and submit an application online at login page . Resumes are accepted only with a completed on-line application. Incomplete applications will not be considered. All sections of the application must be completed (do not state “see resume”) and must list relevant experience, three (3) professional references, and details of each job assignment. All submitted materials become the property of the South Orange County Community College District, and will not be returned, will not be copied, and will be considered for this position only. Applicant bears the sole responsibility for ensuring that the application is complete when submitted. Any supporting application materials must reference the job opening ID number and may be attached online, faxed to (949) 340-8007, emailed to , mailed via U.S. Mail under separate cover, or hand delivered to the District offices. 

Deadlines for Applications: Application must be posted to the position and materials must be received by closing date specified. Applications and letters of recommendation received after the closing deadline will not be accepted. Applications submitted via facsimile or electronic mail will not be accepted. 

 NOTICE TO ALL CANDIDATES FOR EMPLOYMENT: The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country. 

Duties and Responsibilities
Organize, coordinate, and manage the front office functions of the student Health and Wellness Center (HWC)/Student Health Center (SHC) at an assigned campus; ensure appropriate staffing and optimum services to students, staff, faculty, and visitors to the college; participate in developing and updating policies, procedures, and standard orders.
Train and provide work direction to evening staff and student workers as assigned; prioritize and coordinate clerical assignments and projects; ensure compliance with established health and safety regulations and administrative policies.
Participate in administration of the assigned HWC/SHC; maintain records and prepare reports related to HWC/SHC activities; design and revise forms for efficient office use; update forms to comply with current health laws and CDC directives.
Assist with the preparation and monitoring of the HWC’s/SHC’s annual budget; monitor and balance assigned budget accounts; transfer funds as necessary; deposit revenue received including fees collected for medication and laboratory tests; audit invoices from vendors to ensure proper tests were administered and charges are accurate; forward to accounts payable for payment.
Order and stock medical, office, and general supplies and equipment for the HWC/SHC; maintain current inventory to ensure smooth operation.
Maintain a variety of files including confidential administrative and personnel files; input, retrieve and maintain data and reports using computer equipment; prepare, total, and submit HWC/SHC payroll.
Compile and maintain data and information for statistical analysis; compile information for reports and summaries each semester including those regarding HWC/SHC utilization; distribute reports as appropriate.
Respond to subpoena requests on HWC/SHC patients; provide copies of medical records, TB tests, immunizations, and related items to patients following policy and procedures; provide medical records to other agencies as requested and after appropriate release/waivers have been signed.
Screen calls, visitors, students, staff, and patients for medical needs and requests; respond to difficult and sensitive needs and requests including those of individuals with disabilities; provide information and interpret and apply HWC/SHC policies and procedures; schedule appointments with medical staff based on information provided by the patient; collect fees for services requiring payment.
Provide clerical assistance and administrative support to medical staff; maintain a variety of files including those containing confidential medical, immunization, and health information; input, retrieve, and maintain data and reports using computer equipment; purge and shred old medical records according to established retention schedules.
Respond to immediate health needs including providing minor first aid and dispensing over-the-counter medications; drive a mini-ambulance to pick up or escort ill or injured individuals to the HWC/SHC.
Monitor radio transmission to maintain contact with safety personnel and medical staff.
Monitor, maintain, and ensure proper maintenance of front office, examination rooms, and other HWC/SHC areas; maintain cleanliness of the HWC/SHC including examination rooms and other areas.
Participate in and coordinate HWC/SHC programs, activities, and clinics using knowledge of medical terminology and procedures; assist nurses as needed.
Plan and coordinate efforts of the HWC/SHC with other departments; coordinates with staff of other departments to ensure effective coordination of HWC/SHC operations and functions.
Coordinate and participate in communications with outside agencies, including health care providers and EMS personnel, as necessary to maintain professional HWC/SHC operations; coordinate outside laboratory billing processes; communicate with healthcare agencies regarding current services and appropriate referral information; contact drug company representatives to request prescription samples; coordinate emergency personnel as necessary.
Assist with providing health education information to students and staff; assist with planning, implementing, presenting, and compiling follow-up evaluations/statistics/thank you letters for various health education programs; maintain supplies of health information packets, pamphlets, health insurance information, and other materials.
Assist in compiling and assembling data for special projects and reports; verify and review forms for completeness and conformance with established regulations and procedures.
Type, word process, and proofread a variety of documents and forms including general correspondence, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminate information as appropriate.
Utilize various computer applications and software packages; maintain and generate reports from a database or network system.
Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine.
Perform related duties as required.

At the South Orange County Community College District, our goal as an academic community is to sustain a working environment that fosters and celebrates diversity, promotes and rewards excellence, and is welcoming to all. An exemplary academic community promotes an inclusive environment that best prepares our faculty, staff, and students to live, work, and contribute in a global society. The Plan reflects the District's commitment to equal employment opportunity and outlines the active steps that ensure nondiscriminatory practices.


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