Administrative Assistant of Health Services

Job Location:

Jersey City, NJ 07306, Position Type:
Full Time, Salary Range: $23.00 - $26.00 Hourly, About Saint Peter’s University

Saint Peter’s is one of 27 Jesuit colleges and universities in the United States. Established in 1872, the University blends a unique learning experience shaped by rigorous academics, internships that provide real-world experience, community service, and a genuine, caring community that supports alumni long after graduation. Saint Peter’s offers more than 50 undergraduate majors as well as master’s level and doctorate program.

Saint Peter’s University’s diverse campus community, collegial and inclusive culture, and commitment to excellence, education, innovation and community engagement contribute to our success and ensures our employees flourish. The University merges quality academics, distinguished and exceptional faculty and staff, and modern facilities to engage and challenge its 4,000 students who share in the desire to shape the future through insight, intellectual exploration, discernment, and community service and engagement.

This position encompasses secretarial, technical, and operational coordination skills of considerable difficulty, involving independent judgment and a strong emphasis on customer service. The Administrative Assistant serves as the primary point of contact for the Health Services Department. Duties include performing general office functions, managing electronic health records (EHR) in Pyra Med, overseeing department email communications, tracking student immunization compliance, and supporting campus events throughout the year.

Thorough knowledge of department functions, privacy regulations (HIPAA/FERPA), and university policies is essential.

• 1, Front Desk Operations & Customer Service
  • Provide exceptional, high-touch customer service as the initial point of contact for students, visitors, parents, and campus partners.
  • Greet visitors warmly, answer phone inquiries, and manage front desk operations with a high level of empathy, professionalism, and confidentiality.
• 2. Electronic Health Records & System Management
  • Maintain, update, and audit student electronic health records and files accurately using the Pyra Med system in strict accordance with privacy guidelines.
  • Input patient intake data, update medical history documentation, and assist students with navigating the Pyra Med student health portal.
  • Prepare statistical data and record summaries for monthly and annual departmental reports.
• 3. Immunization Compliance & Outreach
  • Actively track and monitor student immunization records in Pyra Med to ensure compliance with university and state health requirements.
  • Conduct continuous proactive outreach and follow-up with incoming and returning students to request, collect, and verify required health and immunization documentation.
• 4. Department Communication & Email Management
  • Manage and monitor the primary Health Services email account, ensuring timely, professional, and clear responses to all incoming student and administrative inquiries.
  • Compose routine correspondence and departmental notices while adhering to strict privacy regulations.
• 5. University Events & Campus Engagement
  • Represent and support the Health Services Department at major university events throughout the calendar year (e.g., Student Orientation, Wellness Fairs, Move-In Weekends, and Vaccine Clinics).
  • Assist with event planning, logistics, setup, and distribution of health and wellness educational materials.
• 6. General Office Support
  • Schedule appointments for the clinical staff.
  • Assist with maintaining inventory levels of medical and office supplies.
  • Provide suitable assignments and day-to-day guidance to work-study student employees.
  • O…