Administrative Assistant II

Job Summary

Towson University (TU) is a top‑100 public university located north of Baltimore and enrolls over 19,000 students. The Administrative Assistant II role provides direct administrative support to the Institute for Well‑Being (IWB) Hearing & Balance Center, its Center Directors, and the Assistant Director. The assistant serves as the primary contact for the Hearing & Balance Center, offering front‑desk coverage, greeting and assisting patients with clinical services, scheduling, collecting insurance information, and handling copayments and other payments.

The position also supports all clinics within the IWB, including the Speech‑Language Center, Occupational Therapy Center, Hearing & Balance Center, and the Hussman Center for Adults with Autism.

• Operate independently in a clinical setting, including front‑desk coverage and acting as the primary contact for patients inquiring about services at the Hearing & Balance Center. Use the medical practice management system to schedule routine and specialty appointments and assist with scheduling for the Speech‑Language and Occupational Therapy Centers as needed. Respond to external and internal inquiries via phone, email, and in‑person, triaging as necessary.
• Collect detailed background, demographic, and insurance information for patients inquiring about services. Maintain a waitlist for appointments, verify insurance, obtain prior authorizations, and verify benefits as needed. Support office staff with tracking and refreshing annual patient forms, scan medical documents into health records, and assist the Clinic Coordinator with unpaid claim reviews.
• Track LASH applications for the reduced hearing aid program, maintaining an up‑to‑date database of LASH applicant progress and communicating with LASH representatives to facilitate timely approvals.
• Communicate independently with internal and external contacts in‑person, electronically, and by phone. Supply external customers with program information, answer calls, direct patients to appropriate departments, and handle inquiries. Assist patients dropping off hearing aids for repairs and purchasing accessories.
• Mail or e‑mail patient medical records through secure methods and coordinate with other medical facilities for secure record transfers. Monitor and respond to e‑mails from the clinical center mail drops.
• Verify upcoming appointments with patients by phone and e‑mail, provide directions, give parking instructions, and obtain additional information needed for appointments.
• Partner with the IWB Technology Coordinator to manage the Hearing Conservation Program, including tracking requests, scheduling with providers, triaging day‑of needs, and following up on attendance and outcomes.
• Greet patients and visitors to the IWB. Perform general office duties to support clinical operations, including assisting patients with completing forms and providing materials for clinical graduate students. Prepare and create reports, correspondence forms, and other materials. Create and update resource content on Blackboard as needed.
• Collect patient fees for services and programs and enter daily deposits into the university deposit management system.
• Manage the department procurement card and facilitate all clinical purchases. Submit monthly expense reports in compliance with university standards.
• Assist with front‑desk coverage at the second location as needed and support the Institute for Well‑Being and the College of Health Professions with related duties as assigned.

The work schedule for this position may include evening hours as needed.

• High School Diploma or GED.
• Three years of experience providing administrative support.
• General knowledge of and skill in the practical application of commonly accepted office practices and procedures.
• Effective oral and written communication skills, with an ability to proofread and edit documents.
• Proficiency with word processing, spreadsheets, databases, presentation programs, and internet, email, and calendaring software.
• Ability to understand and follow oral and written instructions and interact efficiently with internal and external parties.
• S…