Administrative Program Assistant: Medical Receptionist

Oregon State University, United States

Updated: about 20 hours ago
Location: Bend, TEXAS
Deadline: 23 Jul 2025

Position Details
Position Information


Department Acad Prog / Student Aff (LCB)
Classification Title Administrative Program Assist
Job Title Administrative Program Assistant: Medical Receptionist
Appointment Type Classified Staff
Job Location Bend
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Employment Category Regular
Job Summary
This recruitment will be used to fill one full-time, 9-month, Administrative Program Assistant: Medical Receptionist position, for Student Health Services, at Oregon State University- Cascades Campus.
This position will be located in Bend, Oregon.
The Student Health Services (SHS) mission is to provide leadership for the health of the University community. This position contributes to the mission of SHS through teamwork and collaboration, participates in organizational committees, provides University outreach, and strives to contribute to the academic success of OSU students.
The purpose of the APA-Reception position is to provide prompt and efficient disposition of students accessing Student Health & Wellness for integrated care. The successful candidate will assist with the development and implementation of systems that are specific to this new role within the OSU-Cascades Student Health and Wellness team.
This position will perform telephone triage and assessment of a student’s concerns to ensure the student receives an appropriate appointment type and access. This position will perform triage at the front desk. The APA-Reception schedules, reschedules and cancels appointments, verifies demographic information, takes messages, collects insurance information and provides information to/from students, Student Health & Wellness staff and community agencies. This position may also ascertain some medical history and prepare students for appointments with clinicians.
Summary of Benefits: https://hr.oregonstate.edu/benefits/prospective-employee
To calculate our Total Rewards Package use this link: https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator
Why OSU?
Why OSU-Cascades?
Founded in 2001, Oregon State University – Cascades brings higher education to Central Oregon while leveraging the excellence of a land grant and top-tier research university in one of the most dynamic cities in the Pacific Northwest.
Located near downtown Bend and surrounded by mountains, forest and high desert, OSU-Cascades offers small classes that accelerate faculty-student mentoring and experiential learning in an innovative environment that accelerates opportunities for student, faculty and staff development and advancement.
With a 128-acre campus under development and a goal to grow to 3,000 to 5,000 undergraduate and graduate students, OSU-Cascades is delivering on a 40-year grassroots community effort to bring the benefits of a comprehensive university to the region:
Student Body and Alumni
Student and alumni data is as of fall 2024.
• 1,370 undergraduate and graduate students
• 78% from Oregon
• 42% Central Oregonians
• 24% first generation students
• 23% students of color
• 19 students on average per class
• 95% of 2023 graduates employed or in graduate school within 6 months of graduation
• 5,625 degrees awarded since founding
Academic Majors
A growing portfolio of degree programs at OSU-Cascades is designed to meet regional and state industry workforce and economic needs.
Research
Research underway at OSU-Cascades focuses on challenges in energy, the environment, human wellness, social justice and society. Labs at OSU-Cascades include the FORCE biomechanics lab, the Laboratory for the American Conversation and the Sustainable Tourism Laboratory.
Campus Development
OSU-Cascades’ campus development is driven by an award-winning long range development plan and engineering efforts that are transforming brownfields into a thriving university campus. Sustainability plans include net zero energy, waste and water goals. Initial sustainability efforts are seen in geothermal sourced energy to heat and cool buildings, and native plant landscaping requiring little or no irrigation. In addition to an academic core, campus plans includes a 24-acre innovation district, mid-market affordable housing, and 10-miles of walking/biking trails.
Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS:
• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about
Locations:
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.
Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:

Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities
40% TELEPHONE AND FRONT DESK TRIAGE
  • Assessment and Scheduling
  • Assesses students’ concerns, determining the time frame of when a student needs to be seen, to ensure students receive an appropriate appointment type and access.
  • Performs data entry & retrieval of demographic and billing information using PNC EMR.
  • Provides appropriate forms to students as needed at check-in.
  • Directs phone calls or students to the appropriate department if further triage is needed.
  • Schedules, reschedules and cancels appointments, in person and by phone, using the PNC EMR scheduling system. Verify student name, ID number, address, phone number, insurance and preferred pharmacy in PNC EMR student demographic screen when scheduling an appointment.
  • Answers telephone calls requesting general information and Student Health resources and routes calls to the correct Student Health & Wellbeing department, securing assistance for urgent problems.
  • Relays information in person and by phone regarding Student Health & Wellbeing programs, policies and services. Enlists help of or routes the public to other Student Health Services departments to answer inquiries if necessary.
  • Notifies clinicians and counselors of messages from students, appointment cancellations or failure to keep a follow-up appointment by creating a PNC telephone encounter to the clinician.
  • Checks Web Portal messages in PNC EMR on a daily basis and distributes messages to the appropriate clinician or staff member.


20% INSURANCE COLLECTION AND INFORMATION
  • Verifies, collects and enters insurances over the phone and at the time of check-in.
  • Processes information into the EMR.
  • Assists students with insurance questions.
  • Provides information as needed to the Insurance/Billing Department.
  • Assist students with questions about insurance, including Student Health Insurance Plan and local insurance resources (i.e. OHP enrollment assistance).

20% OTHER DUTIES
  • Assist department in tasks and projects as needed.
  • Open and close Student Health & Wellness office for scheduled daily hours of operation by locking and unlocking doors, turning on and off lights, and login in/out of computer and phone systems.
  • Serve on committees in department.
  • Assist with restocking the Safer Sex Spots.
  • Post on Bend Beavs Central.
  • Post marketing on digital screens.
  • Submit physical flyer requests to student life.
  • Coordinate with event services staff for location reservations.
  • Submit parking reservations.
  • Assist with reviewing website updates and marketing content.
  • Perform other job duties as assigned by supervisor.

10% CLINICAL SUPPORT
  • Observes and reports changes in student’s conditions to clinical or counseling staff.
  • Takes inventory of supplies, equipment and instruments; requisitions supplies through unit supervisor.
  • Facilitates collection and documentation of all necessary information required for student visits, process and forward documentation in a timely manner.
  • Answers phones and responds to non-medical questions.
  • Processes faxes, makes copies, scans student documents into student’s chart in PNC EMR
  • Demonstrates knowledge of OSHA regulations.
  • Maintains a proper professional relationship and the highest degree of confidentiality in student care.
  • Helps direct and adjust student flow for maximum clinic efficiency.

10% EDUCATION/PROFESSIONAL DEVELOPMENT
  • Maintains CPR certification.
  • Attends departmental meetings and remains current on clinic/department policies and procedures.
  • Evaluates own professional development and shares information obtained at workshops with peers.
What We Require
Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.
What You Will Need
  • Ability to communicate effectively in person and via telephone, adhering to standards of patient confidentiality.
  • Excellent customer service skills.
  • Experience in common word processing, spreadsheet and database management software.
  • Ability to learn computer applications appropriate to functions.
  • Ability to work as a member of a team.
  • Knowledge of techniques for diffusing difficult situations.


This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have
  • Experience providing health care support in a health care facility; OR Completion of a vocational training program in a health care support area (e.g., Medical Office Assistant, Certified Nursing Assistant).
  • Experience working in a college health setting.
  • CMA or CNA Certification.
  • 6 months experience working in an ambulatory/primary care human healthcare environment performing duties of CNA, CMA, or reception with triage.
  • Current knowledge of Oregon Health Plan and general medical insurance.
  • Experience working with EMR.
  • Knowledge of medical terminology.
  • Experience with medical records standards and policies including State and Federal regulations governing medical record handling, storage, release and confidentiality of information.
  • Experience working with medical insurance in the front office of a primary care healthcare setting.
  • Willingness and ability to learn varying cultural medical practices and patients of diverse cultural backgrounds and health care systems.
  • Ability to move from area to area in a fast-paced clinical setting.
  • Demonstrated ability to provide inclusive, respectful, and culturally responsive service to a diverse student population in a healthcare setting.
Working Conditions / Work Schedule
  • This position is a 9-month appointment and will work a Monday-Friday 8:00am-5:00pm schedule during the academic terms (Fall, Winter, Spring).
  • Scheduling of the specific break hours will be at the manager’s discretion in accordance with the Collective Bargaining Agreement.
Pay Method Hourly
Pay Period 16th - 15th of the following month
Pay Date Last working day of the month
Min Salary $20.37
Max Salary $30.70
Link to Position Description
https://jobs.oregonstate.edu/position_descriptions/170674

Posting Detail Information


Posting Number P05338CT
Number of Vacancies 1
Anticipated Appointment Begin Date 09/16/2025
Anticipated Appointment End Date
Posting Date 07/15/2025
Full Consideration Date
Closing Date 07/23/2025
Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. 
Resumes are NOT accepted at the application stage for this position.
Cover letters are optional for this position and will not be used for evaluating your qualifications.
Equivalent required experience is based on full-time equivalent (40 hours per week).
PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact:
Kathryn Mahoney
Katie.mahoney@osucascades.edu
We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu .

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