Medical Receptionist/Office Assistant

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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portlands southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

Lewis & Clark College Support Staff Association

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers.

The current LCCSSA Bargaining Agreement can be found here: /

LCCSSA members who apply and meet the minimum qualifications for the vacancy will be interviewed in the same manner as other first-round applicants .

Applications will be reviewed upon receipt and we will continue reviewing applications until the position is filled. Ideal start date is August 18, 2025. Please submit a cover letter detailing how your experience and interests align with our position.
PRIMARY PURPOSE

The Medical Receptionist/Office Assistant will provide administrative and clerical support within a small college medical clinic serving undergraduate, graduate and law students at Lewis & Clark College. The position is 1440 hours per year and can be configured to work 11 months per year or 12 months per year (4 days per week during academic year).

This position reports to the Associate Vice President of Student Health and Well-Being, and participates with the Student Health Center team in delivering quality and student-focused health care to patients in a manner that reflects Lewis & Clark College mission and values. Strict adherence to clinic policy and state law regarding confidentiality and management of protected health information is essential. The Medical Receptionist/Office Assistant will perform assigned duties following detailed procedures, must be prepared to work collaboratively with a small team, and will respond to situations with flexibility and tact while escalating non-routine or urgent matters to the onsite medical staff or AVP for direction. Requires excellent communication and interpersonal skills.

Duties include serving as the first point of contact for the Student Health Center as our primary office receptionist and providing administrative and clerical support to the team. Typical work will include scheduling patients, following established guidelines to appropriately schedule health appointments or refer to the RN for medical triage. Additional responsibilities include monitoring and responding to email and phone messages, clinic website updates, posting announcements, monitoring inventory of equipment and supplies, and purchasing/monitoring account expenditures. Will monitor state immunization compliance, accept and document payment, and compile routine data and reports as directed by AVP for Student Health and Well-Being or Medical Lead.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement.

ESSENTIAL DUTIES

Reception/Front Desk

• Serve as the first point of contact for anyone presenting to the Student Health Center. High level of contact with the public and campus community.

• Maintain confidentiality of protected health information at all times in adherence with state law and clinic protocols.

• Open/Close clinic and help to maintain a tidy and welcoming environment

• Schedule appointments, assist patients with self-serve electronic check in

• Collect and document direct cash/credit payment and enter transaction codes to EHR for services charged to student accounts. Assist students with questions about charges and investigate details or escalate to AVP.

• Verify completion of required patient documents and insurance information

• Confirm student MMR immunization data has been entered by established deadlines; upload medical/nonmedical waiver documents to EHR; send standard timed reminders regarding deadlines; answer student questions/troubleshoot data entry difficulties.

• Receive, sort and distribute mail.

• Scan and upload documents to medical records

• Operate office equipment such as computer, scanner, copier, fax, etc.

• Maintain and update website and media accounts, departmental email, voicemail, surveys, etc.

• Provide accurate information regarding department policies, procedures, and services to faculty, staff, students and general public.

• Maintain a positive and welcoming customer orientation

• Follow protocol and display good judgment of situations that require immediate or urgent contact with a medical professional (RN or Medical Provider).

• Ensure exam rooms are ready to receive patients. Restock exam rooms with necessary supplies and equipment.

Office Assistant

• Organize, establish and maintain record keeping/tracking systems for a variety of information

• Assemble, research and summarize information from various resources. Compile data and reports as directed by Medical Lead or AVP for Student Health and Well-being

• Assist SHC staff with management of electronic health record, including schedule set up, online scheduling system, maintaining and updating billing systems, running reports, updating/creating note templates and forms.

• Create and/or proofread communications, forms, technical documents.

• Monitor clinic physical and aesthetic environment to maintain a safe and soothing clinic environment. Initiate work order requests.

• Record and track purchasing account expenditures (including reconciliation of pcard purchases, invoice processing, reimbursements as directed by AVP). Monitor income generated from the clinic in EHR and reconcile with the student accounts billing office. Research, identify and resolve discrepancies. Manage cash box and log for charges paid at the time of service.

• Receive vendor invoices and process for AVP approval.

• Oversee inventory management for OTC medications, medical equipment (e.g. braces, crutches) and office supplies.

• Prepare personnel and/or other administrative forms for the clinic and forwards for processing.

Professional Development and Continuing Education

• Attend staff development programs and workshops

• Attend staff and division meetings

• Serve on committees as requested

Other Duties as Assigned

KNOWLEDGE, SKILLS, ABILITIES, & BEHAVIORS

• Ability to communicate positively with and be accessible to a diverse community of students, staff, faculty, and family.

• Ability to manage emergencies in a calm and efficient manner

• Ability to observe and willingness to suggest improvements in clinic operations to increase flow and efficiency.

• Knowledge of medical terminology, standard medical office practices and procedures

• Demonstrate attention to detail in routine tasks.

• Strong interpersonal skills. Effective written and verbal communication skills using appropriate medical terminology.

• Ability to use considerable judgment, discretion, tact and courtesy.

• Ability to receive and execute direction from others.

• Commitment to respectful treatment of all colleagues.

• Ability to react productively to frequent changes in duties and volume of work. Ability to manage multiple concurrent activities.

• Superior commitment to promoting inclusion in the workplace, ensuring that all services are inclusive of diverse identities and experiences, particularly for historically marginalized groups.

REQUIRED EDUCATION / EXPERIENCE

• High school education plus minimum 2 years office administrative experience. Experience must be in roles with clearly defined procedures and routine public-facing tasks (e.g. customer service).

• Proficiency in using computer systems; experience navigating Electronic Health Record systems or equivalent complex electronic database system

PREFERRED EDUCATION / EXPERIENCE

• Bachelors degree

• Certified Nursing Assistant or Medical Assistant strongly preferred

• Two or more years of outpatient medical or health-related clinic experience

• Experience in a college/university health setting

• Current CPR and First Aid certification

WORK SCHEDULE

• Part Time: 0.74 FTE (1440 hours/year: 4 days per week during academic year, option for 11 month or 12 month schedule)

• Benefits Eligible: Yes

• Hybrid/Remote: Limited. This position will require in-person presence on campus whenever the clinic is open and providing medical care. Some remote work may be negotiable in summer.

PAY RATE

• FLSA Status: LCCSSA Grade 13

• $ 23.52 per hour

PHYSICAL REQUIREMENTS

• Medical Clinic environment

• Subject to exposure to blood borne pathogens and hazardous waste.

• Prolonged periods of sitting at a desk and working on a computer

• Ability to communicate effectively via phone, email, online meetings, and in person

• Must be able to lift up to 25 pounds occasionally

Directions for Cover Letter

Please include a cover letter describing your interest in joining Lewis & Clark and the ways you can contribute to a culture of inclusion on our campus.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

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Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.