Administrative Assistant for Health Services and Counseling Services

• Serves as the office manager and must be able to discern what issues, concerns, projects, etc. take priority.
• Administrative duties (answering phones, scanning and uploading documents, proofreading, scheduling meetings and/or meeting rooms as needed, faxing).
• Greets and triages students reporting to the Health Services and Counseling Services offices to determine appropriate professional response to student concern.
• Maintains student Health Services and Counseling Services confidential records.
• Assists with budget and processes purchasing for Health Services and Counseling Services.
• Makes appropriate travel reservations as required.
• Coordinates, organizes and carries out special projects.
• Effectively communicates with other constituencies on campus regarding student eligibility for participation if requested (e.g. Athletic Department, Physician Assistant Program, Education and Applied Social Sciences and Natural and Health Sciences).
• Responsible for interviewing and scheduling student workers; approves time sheets.

• Manage all aspects of Curtis Pharmacy delivery operations, including notifying students when prescriptions arrive, processing payments for medications, and completing all required administrative documentation.
• Send prescriptions and insurance information to pharmacies via fax; collect pricing data as requested.
• Addresses discrepancies with Quest billing; faxes insurance to Quest Lab.
• Schedules specialist appointments for students as requested.
• Process fax requests for medical records.
• Applies registration holds for students who are non-compliant with health requirements.
• Responsible for payment collection and processing for all fee-for-service transactions via cash and credit card systems.
• Point-of-Care (COVID, Flu, etc) test processor at times of high-volume testing. 

• Greets and supports faculty, staff, parents and/or students of concern who are seeking urgent consultation or crisis services.
• Alerts Counselors and Director of Triage/Crisis/Consultation needs in a timely and professional manner.
• Data entry and/or supports presentations or report-writing as needed.
• Assists in scheduling on-call rotations, updating holidays in the electronic records system, and creates/post signs for any closures or changes in access to care.

SECONDARY DUTIES

• Sorts and distributes mail.
• Uploads documents to PnC.
• Assist in canceling and/or rescheduling appointments in times of staff absence or students calling for assistance.
• Participates in university committees and university-sponsored events as needed.
• Performs all other duties as assigned.

• High school education.
• Minimum of at least two (2) years administrative/business experience.
• Computer knowledge of Microsoft Office software, including Word, Excel, PowerPoint, Google Mail and Drive.
• Willing to learn and use emerging technologies.
• Excellent interpersonal relationship skills.
• Effectively communicate, both verbally and in writing.
• Creative self-starter, problem solver, and possess strong organizational skills.
• Self-motivated.
• Possess the maturity to discreetly handle the confidential nature of the office.

• Bachelor’s degree

 
Interested and qualified individuals should apply to asmiach@setonhill.edu.  Required applicant materials include: Cover Letter and Resume.

Review of applications will continue until the position is filled.  Applications received by June 16, 2025 will receive priority consideration.
 
About Seton Hill University:

Chartered in 1918, Seton Hill University is a leading Catholic coeducational liberal arts university founded by the Sisters of Charity and embracing students of all faiths. Located in southwestern Pennsylvania’s Laurel Highlands (yet only 35 miles from Pittsburgh), Seton Hill educates its students to think and act critically, creatively and ethically as productive members of society committed to transforming the world.
 
Background checks will be performed on all new hires. Employment is conditional upon acceptable results of background checks and clearances.

• Service-excellence skills of the highest levels practiced on a daily basis to ensure smooth operations with patients, general public, residents, faculty, managers and co-workers, to ensure overall program success.
• Properly mix dental compounds/cements, acid etch materials and prepare arch wires, impression materials/trays and other orthodontic treatment items for residents and faculty.
• Prepares orthodontic brackets for bonding, assists in patient bonding appointments or debonding, cognoscente of required records or diagnostic aids needing completed at appointment visit for third-party specific insurance-payors, based on patient insurance coverage to ensure proper documentation is obtained in a timely and efficient manner.
• Pour and finish cast study models to orthodontic/state specifications or prepare e-model copies.
• Expose and develop/process dental radiographs (i.e., intra-oral, panorex, and cephalometric radiographs).
• Assist in placing and removing orthodontic appliances. Familiar with taking Full records including panorex & cephalometric radiographs in addition to 3-D scans, photographs & 3-D prints.
• Prepare patient treatment/set ups, instruments, supplies, bonding setups, etc., to accommodate the daily patient schedule load to accommodate program residents or any special case situation.
• Preparation of dental instruments/handpieces/small items for sterilization in Sterilization-bags or appropriate sterilization instrument-cassettes/trays.
• Maintain order of all dental instruments and supplies and the sterilization of working units as specified in for OSHA and Infection Control policy, documenting required work and disinfection records.
• Provide regular microbial testing of the autoclave or other sterilization equipment to ensure proper sterilization, maintaining the testing record log and tracking systems, as required and directed.
• Participate in performance improvement activities and uphold policy on corporate ethics for successful patient outcomes.
• Oversees the maintenance and repair program for the clinic, including computer x-ray hardware and software, chairs, compressor, vacuum system, hazardous waste disposal, and other systems and equipment; obtains necessary training to troubleshoot/repair and maintain chairs and other systems.
• Timely maintenance of instruments & all equipment; Allocate time, resources efficiently & effectively; Take responsibility for all work activities; Implement decisions that have been agreed upon; Always maintain confidentiality with sensitive info.
• Assists the program director with the progress & completion of research projects utilizing spreadsheets.
• Incorporate patient records into the orthodontic software from both internal and external sources.
• Prepare reports, presentations & inventory tracking and other products with Google Docs, Microsoft Office, etc.
• Covers the front desk registration/reception area, as needed for patient intake procedure coverage.
• Coordinate payment efforts with the patients, directly communicating with orthodontic billing personnel, on-site, to ensure patient accounts are correct and current, for the Orthodontic Program to remain fiscally solvent for SHU.
• All other duties as assigned.

• Must be a high school graduate or equivalent.
• Must have Pennsylvania Dental Radiograph Certification
• Must have excellent communication skills and work well as a member of a team in order to deliver excellent patient care.
• Ability to meet attendance/scheduling requirements.

• High motivation and good organizational skills desired.
• Knowledge of Microsoft Office, including but not limited to Word, Excel & PowerPoint

Seton Hill University is committed to fostering a welcoming and supportive learning and working environment for all students, faculty, and staff. We seek to recruit applicants who are dedicated to our mission and values and will contribute to a positive and engaging campus community.