at Northwestern University in Evanston, Illinois, United States
Job Description
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Job ID50493
LocationEvanston, Illinois
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Department: University Registrar
Salary/Grade: NEX/11
Job Summary:
This position is the first point of contact, supporting students, staff, faculty, and alumni by performing essential reception, customer service, and administrative functions including but not limited to registering students, updating, and verifying student academic and immunization records, and approving space use requests. This position acts as a front-line liaison for the Office of the Registrar and the Immunization Records Compliance office by fielding inquiries in person, by phone, fax, and email, zoom and other similar technologies and addressing principal needs. The Academic & Immunization Records Assistant understands FERPA and HIPAA requirements, as well as policies and processes from all areas of the offices and cultivates relationships with the rest of the university (including other records offices), to facilitate fulfillment of students and alumni requests. Manages the calendar of the University Registrar.
Please note:
The nature of this position requires in-person work for most of the year.Depending on volume of in-person client visits, hybrid work may be possible during July and August.
Specific Responsibilities:
Fields telephone, fax, email, and in-person inquiries; greets patrons; answers questions regarding policies and procedures, and directs questions to appropriate staff members in the Office of the Registrar and/or the Immunization Records Office. Schedules coverage for the reception area.
Performs administrative functions including intake and processing of various forms used by the office, university, and higher education community.Updates student records and registration and verifies student data in response to requests. Fulfills space reservation requests. Accepts in-person transcript requests, including collecting fees, processing credit card payments, and facilitating pickup orders. Maintains records in the University document imaging system.
Performs data entry and administrative tasks to facilitate student compliance with Illinois State law and University immunization requirements. This includes evaluating, interpreting, scanning, and data entry of immunization records and supplemental health record documentation for qualifying students according to established procedures.
Informs students of immunization compliance status and health record deficiencies verbally or in writing.Ensures confidentiality of health information and patient privacy by adherence to departmental policies and HIPAA and FERPA requirements. Assist HIMS team with creation of new student profiles in PNC database. Completes other projects as requested.
Miscellaneous
Performs other duties as assigned.
Minimum Qualifications:
A high school diploma or the equivalent combination of education, training and experience from which comparable skills can be acquired.
Minimum Competencies: (Skills, knowledge, and abilities.)
Ability to understand and explain university procedures and state and university policies and regulations.
Consistently displays accuracy and attention to detail.
Good attendance and commitment to work requirements.
Good organizational, time management and problem-solving skills.
Excellent customer service and interpersonal skills.
Familiarity with multiple computer applications including MS Word, PowerPoint, Excel, email, web browsers;
Ability to facilitate open and effective communication, cooperation, and teamwork within and outside of one's own team, including with parents, students, and medical professionals.
Demonstrated ability to perform duties and responsibilities with attention to detail and support for organizational policies, as well as the ability to anticipate demands/pressures of assignments and adjust accordingly.
Preferred Qualifications:
Some college coursework.
Knowledge of medical terminology
Experience in a university or medical setting.
Experience working with electronic student or medical records and healthcare or student information systems (Oracle PeopleSoft Campus Solutions or similar).
Preferred Competencies: (Skills, knowledge, and abilities)
Demonstrated ability to work effectively in an environment in which the parameters may change daily and to adjust behaviors to meet the needs of different people or situations.
Previous experience monitoring customer satisfaction and providing suggestions to improve quality and value to the customer.
Consistently builds collaboration by encouraging trust, mutual respect, and shared purpose.
Target hiring... For full info follow application link.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply.
