Administrative Assistant - COVID Team

Saint Mary’s College of California

Moraga, CA

ID: 7068675 (Ref.No. 1977670)
Posted: August 7, 2020
Application Deadline: August 13, 2020

Job Description

Administrative Assistant - COVID Team


Job Type: 9 months, Full Time

Job Number: 2015-1602634

Location: CA 94556, CA


8/13/2020 11:59 PM Pacific


Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation, and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning, and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.

Administrative Assistant dedicated to the Covid-19 Team, 9 months, 37.5 hours per week

Manages and coordinates daily office operations for the Health and Wellness Center's Covid-19 Team on campus, with strong proficiency in multitasking and organization. Provides highly professional in-person and phone contact to patients, parents and partners both within and outside the college. Maintains medical records, liaison for student health insurance needs, facilitates scheduling appointments. Manages the intake of patients with attention to both customer service and operational efficiency.

Front Office Management:

• Manages all daily operations of the office, including opening and closing, maintain appearance and security of premises; handles both routine and urgent requests for service via phone and in person.
• Manages flow of students in office (check-in process, request for appointments) and effectively handles high volumes of traffic in waiting room while communicating sensitive information to clients and protecting clients' privacy.
• Serves as initial point of contact for H&WC; creates a welcoming environment where students, parents, faculty/staff and other visitors feel comfortable.
• Responds quickly and professionally to urgent medical needs and potentially emergency situations both in-person and on the phone.
• Provides students, parents, faculty/staff, and other visitors information regarding H&WC services.
• Keeps inventory, orders supplies and performs all purchasing related to H&WC operations.
• Maintains archived records; processes requests for records.
• Maintains and updates the H&WC website and business communication to reflect current information, deadlines and relevant updates.
• Assists with integrating paper medical charts and documents into patient electronic medical records in Medicat.

2. Staff Support:

• Assists the Medical Director with as needed logistical and organization support for meetings, presentations, conferences and special projects.
• Assists in planning meetings, H&WC staff training and coordinating all events.

3. Coordination of incoming student records/requirements;

• Manages incoming student requirements through the Medicat database.
• Communicates clearly and timely to any students missing requirements.
• Tracks student adherence to requirements and places student class registration holds when requirements are not met by the deadline.
• Maintains an up to date list of student immunization waivers to ensure accurate data in case of a campus event of a communicable disease, to ensure the safety of the community.

4. Health Insurance:

• Works closely with the Saint Mary's College Student Health Insurance Plan (SMC-SHIP) to address student and parent questions and needs.
• Liaison between insurance company, business office and students as needed.
• Advises students and parents on health insurance requirements, online insurance waiver and coverage and costs.
• Maintains the H&WC website to reflect current SMC-SHIP information including the online waiver deadline.
• Works with students to submit claims to the College accident insurance policy.

5. Budgetary Responsibility:

• Processes all H&WC invoices with Accounts Payable and ensures timely payment.
• Provides administrative support to the Medical Director as needed (i.e. communicates with business office regarding budget reallocation that has been determined by the Medical Director).
• Maintains a P card, along with all P card responsibilities, to purchase H&WC office needs.

6. Other Duties as Assigned and occasionally works outside of normal business hours in support of the H&WC emergencies.

Experience and Qualifications
REQUIRED: Minimum four (4) years of college education or equivalent
PREFERRED: Bachelor's Degree

Experience: Minimum four (4) years administrative / office support experience; experience in similar setting or higher education desirable.

Skills/Abilities: Knowledge of Word, Excel, PowerPoint. Strong interpersonal, verbal and written skills; ability to handle complex phone and in person inquiries; interact in calm manner in times of high service demand for diverse student needs; ability to work in an organized manner with emphasis on detail and accuracy. Ability to work independently with minimum supervision yet remain part of a team. Able to maintain hgh levels of confidentiality and protect the privacy of students.

Supplemental Information

Application Instructions: Please apply online at Your application is considered complete if you include the following:


Cover letter that specifically addresses how you meet the qualifications and are prepared to support the Mission of the College

The name and contact information for three (3) professional references

Consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, see the website here To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

Please apply online at

Copyright ©2017 Inc. All rights reserved.

We envision a community that goes beyond tolerance of differences to one guided by social justice, cultural competence and engaged citizenship. We know we can reach greater heights of excellence by learning from diverse people.


Apply Now

Please mention to the employer that you saw this ad on