Job Listings

Administrative Assistant - Part-Time, Academic Year (81209)

Regis College
Job Location:
Weston, Massachusetts
Administrative Assistants


Reporting to the Director of the Center for Health and Wellness, the Administrative Assistant's responsibilities include greeting and registering patients, answering phone calls, and scheduling medical and counseling appointments. Other responsibilities include data entry and other administrative duties. The Administrative Assistant serves as a liaison with other administrative offices and academic program coordinators. This is a part-time, non-benefit eligible, 9-month (August to May), hourly position.

Essential Functions

  • Answers incoming phone calls, assists callers, takes messages or transfers call to appropriate staff member.
  • Maintains medical and counseling appointment schedules in Athena.
  • Greets and checks in medical and counseling patients in Athena and notifies staff member that patient is ready to be seen.
  • Maintains patient accounts by obtaining, recording, and updating personal and insurance information in Athena.
  • Checks patients out, schedules all follow-up appointments and assists with facilitating outside medical appointments.
  • Maintains good communication with staff members and alerts staff of all emergencies.
  • Updates student Health Services holds (for non-compliance and financial reasons) in Colleague.
  • Maintains office supply inventory and places orders with Purchasing department as needed.
  • Processes incoming invoices and forwards to Accounts Payable department for payment.
  • Brings mail to and from campus post office; opens, sorts and distributes mail.
  • Attends Regis events as a representative of Health Services.
  • Assists Director of Health Services and Director of Counseling with other duties and performs miscellaneous job-related duties as required.
Additional Information


  • Previous experience in a medical office setting.
  • Experience with Athena Health EMR preferred.
  • Ability to establish and maintain effective working relationships with patients, medical and counseling staff, and coworkers.
  • Ability to read and communicate effectively orally and in writing.
  • Proficiency in the operation of a computer and other office equipment.
  • Ability to work autonomously within defined scope of position, seeking supervisory assistance as needed.
  • Ability to maintain strict confidentiality and to treat staff, patients, and visitors with respect.
  • Ability to uphold the University's commitment to inclusive excellence in a diverse educational community.

Working Conditions/Physical Demands

  • Work is normally performed in a typical office environment.
  • May spend extended periods at terminal, on telephone, or operating other office machines.
  • There will be regular interruptions to assist students, visitors, and staff.
  • May require some lifting of equipment and/or boxes of supplies.
  • Potential exposure to bodily fluids - PPE will be supplied and must be used as per departmental protocols and OSHA standards.
  • Requires evening hours.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

In employment, as in education, Regis College is committed to equal opportunity and affirmative action. Regis does not discriminate on the basis of race, color, age, religion, creed, sex, gender identity or expression, sexual orientation, ethnic or national origin, ancestry, citizenship, marital or parental status, physical or mental disability, genetic information, pregnancy, veteran's status, membership in uniformed services or any other protected status.

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