Administrative Support Associate

Administrative Support Associate – SALT Center

The Strategic Alternative Learning Techniques (SALT) Center is a nationally recognized program that provides academic supports to more than 650 undergraduates with learning and attention challenges at the University of Arizona. As part of the SALT Center, the Assessment of Behavioral Learning for Excellence (ABLE) Clinic services the state of Arizona by providing individuals with comprehensive evaluations to assist in diagnosis, treatment recommendations, and coordination of care.

The candidate will provide general administrative functions and assistance, including communicating with stakeholders, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, processing billing, and composing correspondence. Operate in a fast‑paced, hands‑on environment in support of daily activities of the ABLE Clinic. Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental and vision insurance plans; life insurance and disability programs; paid vacation, sick leave and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

Client Services & Customer Relations

• Serve as a customer service leader by managing front‑office communications, welcoming guests, handling inquiries and concerns with discretion and professionalism, and ensuring timely follow‑up to support a positive and seamless client experience.
• Coordinate client scheduling, appointment confirmations, cancellations, waitlists, and rescheduling requests to maximize provider availability and clinic efficiency.
• Perform a variety of administrative support activities, with heavy emphasis on answering the main phone line and main department email account.
• Work effectively with students, parents, university personnel, and external stakeholders to facilitate clinic services and support client needs.

Records Management & Compliance

• Create, update, and maintain accurate records, including client records, appointment information, and financial information related to services rendered.
• Gather information on clients served by the clinic through records requests and distribution of required forms to clients and collateral contacts prior to appointments, including HIPAA‑related documentation.
• Maintain strict confidentiality of client records and communications and ensure compliance with HIPAA, FERPA, university policies, and clinic procedures.
• Maintain electronic and physical filing systems to ensure accurate documentation and efficient retrieval of information.

Provider & Clinical Support

• Maintain and coordinate Outlook calendars for assigned providers, prioritizing, arranging, and participating in meetings, teleconferences, room scheduling, conferences, and appointments with appropriate scheduling etiquette.
• Provide administrative support to clinical providers, including preparation of evaluation materials, coordination of documentation, and assistance with administrative aspects of service delivery.
• Purchase office supplies and clinical products necessary for providers to complete psychological evaluations.
• Manage technology, equipment, and materials used for evaluations and clinic operations.

Financial Administration

• Document and assist in the processing of all financial transactions related to clinic needs, including billing for services rendered by clinic providers, invoices for interdepartmental services, student bursar account charges and payments, receipt and documentation of payments, and accounts receivable activities.
• Work with the business manager to reconcile financial information and maintain merchant account compliance.
• Assist with tracking, monitoring, and maintaining accurate financial and administrative records.

Operations & Process Management

• Analyze and summarize information for the Clinic Director.
• Compile, track, and prepare reports related to clinic operations, client services, billing activities, and program outcomes.
• Create and update Standard Operating…