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Administrative Program Assistant (Internal Employment Opportunity)

Oregon State University

Oregon State University

Posted on Nov 12, 2025
Position Information
Department Student Health Services (MSH)
Classification Title Administrative Program Assist
Job Title Administrative Program Assistant (Internal Employment Opportunity)
Appointment Type Classified Staff
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Employment Category Academic Year
Job Summary
This is an Internal Employment Opportunity.

This recruitment will be used to fill one full-time, 9-month, Administrative Program Assistant position for Student Health Services at Oregon State University (OSU).

The Student Health Services (SHS) mission is to provide leadership for the health of the University community. This position contributes to the mission of SHS through teamwork and collaboration, participates in organizational committees, provides University outreach, and strives to contribute to the academic success of OSU students.

The purpose of the APA-Reception position is to provide prompt and efficient disposition of patients accessing Student Health Services for medical care. This position will perform telephone triage and assessment of a patient’s medical symptoms to ensure the patient receives an appropriate appointment type and medical access. This position will perform triage at the front desk. The APA-Reception schedules, reschedules and cancels appointments, verifies demographic information, takes messages, collects insurance information and provides information to/from patients, SHS staff and community agencies. This position may also take vital signs, ascertain some medical history, and prepare patients for appointments with clinicians.

This position is a 9-month appointment and will work a Monday-Friday 8:00am-5:00pm schedule during the academic terms (Fall, Winter, Spring).-Scheduling of the specific break hours will be at the manager’s discretion in accordance with the Collective Bargaining Agreement.
Why OSU?
Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS:

• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Oregon State University is deeply committed to the principles of a Health Promoting University. This commitment drives a collaborative approach across OSU’s safety and well-being programs, reducing silos and coordinating efforts to enhance employee safety and well-being. By prioritizing resources that support the health of both employees and students, OSU fosters a culture of care and a healthier campus environment where everyone can thrive.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities
40% TELEPHONE AND FRONT DESK TRIAGE
  • Assessment and Scheduling
  • Assesses patient’s medical symptoms determining the time frame of when a patient needs to be seen, by an urgent care clinician or through a regularly scheduled appointment to ensure patients receive an appropriate appointment type and medical access.
  • Performs intake interviews for new and renewing clients at time of application for CCARE reviews, approves, or denies applications based on Federal CMS & State DHS regulations.
  • Responsible for determining CCARE eligibility for applicants using program criteria and the State DHS eligibility database.
  • Performs data entry & retrieval of demographic and billing information using PNC EMR, Ahlers State Eligibility database software.
  • Provides appropriate forms to patient as needed at check-in.
  • Directs phone calls or patient to the nursing department if further triage is needed.
  • Schedules, reschedules and cancels appointments, in person and by phone, using the PNC EMR scheduling system. Verify patient name, ID number, address, phone number, insurance and preferred pharmacy in PNC EMR patient demographic screen when scheduling an appointment.
  • Answers telephone calls requesting general medical information and Student Health resources and routes calls to the correct Student Health Services department, securing medical assistance for urgent problems.
  • Relays information in person and by phone regarding Student Health Services programs, policies and services. Enlists help of, or routes the public to other Student Health Services departments to answer inquiries if necessary
  • Notifies clinicians of messages from patients, appointment cancellations or failure to keep follow-up appointment by creating a PNC telephone encounter to the clinician.
  • Checks Web Portal messages in PNC EMR on a daily basis and distributes messages to the appropriate clinician or staff member.
  • Communicate with a diverse student body in a courteous, pleasant, tactful & professional manner ensuring respect for all students and their experiences
40% INSURANCE COLLECTION AND INFORMATION
  • Verifies, collects and enters insurances over the phone and at the time of check-in.
  • Processes information into the EMR.
  • Assists students with insurance questions about today’s visit.
  • Provides information as needed to the Insurance/Billing Department.
  • Provides back-up assistance for other staff members of Medical Reception, providing consistent service in times of absences.
10% OTHER DUTIES
  • Provide Lead Work to 6 other APA’s; including training new employees, assigning tasks, giving direction to employees concerning work procedures, reviewing work of employees, and providing informal assessment of employees performance to the supervisor.
  • Log on and off the phone line and lock and unlock doors
  • Real time scrubbing of the clinic schedule
  • Print next day’s schedule and maintain downtime procedure documents
  • Print insurance card/upload and Referrals reports weekly
  • Report pertinent updates and coaching opportunities to Manager
  • Check office supplies and forms weekly
  • Assist with other duties as assigned by Manager
5% CLINICAL SUPPORT
  • Observes and reports changes in patient’s conditions to clinician or nurse.
  • Takes inventory of supplies, equipment and instruments; requisitions supplies through unit supervisor.
  • Facilitates collection and documentation of all necessary information required for patient visits, process and forward documentation in a timely manner.
  • Answers phones and responds to non-medical questions.
  • Processes faxes, makes copies, scans patient documents into patient’s chart in PNC EMR
  • Demonstrates knowledge of OSHA regulations.
  • Assists in patient transport when necessary on arrival and departure.
  • Maintains a proper professional relationship and the highest degree of confidentiality in patient care.
  • Helps direct and adjust patient flow for maximum clinic efficiency.
5% EDUCATION/PROFESSIONAL DEVELOPMENT
  • Maintains CPR certification.
  • Attends departmental meetings and remains current on clinic/department policies and procedures.
  • Evaluates own professional development and shares information obtained at workshops with peers.
What We Require
Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.
What You Will Need
  • A demonstrable commitment to promoting and enhancing justice, equity, diversity, and inclusion.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have
  • Minimum 1.5 years experience on the OSU Student Health Medical Reception team.
  • Experience providing health care support in a health care facility; OR Completion of a vocational training program in a health care support area (e.g., Medical Office Assistant, Certified Nursing Assistant).
  • Experience working in a college health setting.
  • 6 months experience working in an ambulatory/primary care human healthcare environment.
  • Current knowledge of Oregon Health Plan and general medical insurance.
  • Experience working with EMR.
  • Excellent customer service skills.
  • Knowledge of medical terminology.
  • Experience with medical records standards and policies including State and Federal regulations governing medical record handling, storage, release and confidentiality of information.
  • Experience in common word processing, spreadsheet and database management software.
  • Knowledge of Oregon’s CCARE Program and services available.
  • Experience working with medical insurance in the front office of a primary care healthcare setting.
  • Ability to communicate effectively in person and via telephone, adhering to standards of patient confidentiality.
  • Willingness and ability to learn varying cultural medical practices and patients of diverse cultural backgrounds and health care systems.
  • Ability to learn computer applications appropriate to functions.
  • Ability to work as a member of a team.
  • Knowledge of techniques for diffusing difficult situations.
  • Ability to move from area to area in a fast-paced clinical setting.
Working Conditions / Work Schedule
  • This position is a 9-month appointment and will work a Monday-Friday 8:00am-5:00pm schedule during the academic terms (Fall, Winter, Spring).
  • Scheduling of the specific break hours will be at the manager’s discretion in accordance with the Collective Bargaining Agreement.
  • This position operates within a typical medical reception/office environment.
Pay Method Hourly
Pay Period 16th - 15th of the following month
Pay Date Last working day of the month
Min Salary $20.98
Max Salary $31.63
Link to Position Description
Posting Detail Information
Posting Number P05451CT
Number of Vacancies 1
Anticipated Appointment Begin Date 11/24/2025
Anticipated Appointment End Date
Posting Date 11/12/2025
Full Consideration Date
Closing Date 11/20/2025
Indicate how you intend to recruit for this search Competitive / Internal
Special Instructions to Applicants
This is an Internal Employment Opportunity.

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.

Cover letters are optional for this position and will not be used for evaluating your qualifications.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact:
Sarah Weber
sarah.weber@oregonstate.edu
541-737-9355

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.
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