Clinic Administrative Specialist

Fairfax, VA
Salary commensurate with education and experience.
Sep 14, 2021
Sep 15, 2021
Full Time
Clinic Administrative Specialist

The George Mason University, Student Health Services Department invites applications for a Clinic Administrative Specialist position. George Mason University has a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff, and strongly encourages candidates to apply who will enrich Mason's academic and culturally inclusive environment.

About the Department:

Student Health Services (SHS) provides health care services at George Mason University (GMU). SHS provides primary care services and health promotion to eligible students at GMU, including but not limited to, initial and follow up assessment, history taking, physical exam of patients, utilization of differential diagnosis, appropriate interventions, consultations and referrals as indicated, and basic emergency treatment and stabilization. Staff provide services to faculty, staff, and visitors on an as needed basis.


  • Supports the SHS mission by maintaining a presence at the front desk:
  • Provides direct customer support to students in need of health care services;
  • Participates in front desk schedule planning and assignments;
  • Provides training and support to current and new front desk employees;
  • Supports the lead nurse or designee to maintain good patient flow in the clinic;
  • Completes the scanning and maintenance of medical records;
  • Provides administrative support to the Business Manager, Clinic Coordinator, Administrative Director, and Executive Director, as assigned.
  • Provides exemplary customer service to both internal staff and external customers;
  • Represents SHS as a liaison between medical staff/visitors and the front desk;
  • Participates on committees as designated, which may include, CQI, Risk Management, Infection Control and New Hire Interviews;
  • Provides input for policy and procedure process changes or revisions to the Office Manager.

Administrative Office duties:

  • Serves as Receptionist to Medical Clinic;
  • Schedules patient appointments;
  • Assists patients with registration process;
  • Completes data entry for patient demographic information and immunizations;
  • Completes accurate data entry of patient information;
  • Collects and posts payments for services;
  • Answers incoming calls, takes messages, directs patient or visitors to appropriate resources or nurse;
  • Manages patients walking into the clinic with or without an appointment;
  • Promptly reports potential emergent patients or situation to the appropriate staff;
  • Receives, sorts, and routes incoming mail; and faxes
  • Complies with policies regarding privacy and confidentiality of patient records and Health Information;
  • Maintains and updates hard copy downtime forms and other required paper forms for various functions as needed;
  • Assists Patient Advocate with annual update of referral information;
  • May be asked to travel to other campus locations;
  • May be asked to work occasionally during evening and weekend hours.

Medical Records Scanning and Copying duties:

  • Completes medical records requests;
  • Scans medical records;
  • Files patient records;
  • Designates and assists Office Manager in the annual preparation and completion of record archiving requirements;
  • Accurately copies patient records following HIPAA requirements and SHS P&P.

Required Qualifications:

  • High School Diploma or GED;
  • Excellent organizational skills with ability to handle multiple tasks simultaneously;
  • Excellent interpersonal and communication skills;
  • Experience with medical clinic front office procedures in an outpatient setting;
  • Basic computer knowledge and skills, including Microsoft office, Excel and Outlook;
  • Basic understanding of Medical terminology;
  • Experience with Electronic Medical Records, records management, and Telehealth;
  • Ability to prioritize and to facilitate cohesiveness and team work.

Preferred Qualifications:

  • Basic CPR certification;
  • Some college experience.

For full consideration, applicants must apply at; complete and submit the online application; and upload a cover letter, resume, and a list of three professional references with contact information.

Great Careers Begin at Mason!

George Mason University is an innovative, entrepreneurial institution with national distinction in both academics and research. Mason holds a top U.S. News and World Report "Up and Coming" spot for national universities and is recognized for its global appeal and excellence in higher education.

Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason's diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.

If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at!

George Mason University, Where Innovation is Tradition.

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.

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