Administrative Assistant 3

Department: SoC Audiology
Salary/Grade: NEX/11

Target hiring range for this position will be between $22.00- $24.11 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Job Summary:

The Administrative Assistant 3 provides administrative, operational, and customer service support for the Northwestern University Center for Audiology, Speech, Language, and Learning (NUCASLL), supporting both clinical operations and academic programs. This position serves as a key point of contact for patients, students, faculty, staff, and community partners, coordinating scheduling, communications, records management, and day-to-day administrative activities. Responsibilities include patient registration, insurance verification, billing support, appointment scheduling, payment processing, and assistance with departmental projects and program operations. The successful candidate will demonstrate strong organizational skills, attention to detail, professionalism, and a commitment to delivering excellent service in a fast-paced healthcare and academic environment.

Specific Responsibilities:

Documents & Databases

• Uses EMR to schedule appointments for clients
• Inputs all clinical schedules into EMR
• Prepares & compiles correspondence, reports, etc;
• Creates &/or maintains spreadsheets &/or databases &/or reports, queries, charts, forms etc. based on supervisor's information/ objectives;
• Monitors patient/client charts pulled for clinic doctors for their timeliness, completeness and accuracy, and makes corrections and aids in their preparation as needed.
• Monitors and if needed updates graduate clinician schedules/ clinical hours, financial transaction, and marketing spreadsheets and databases;
• Prepares other reports and queries as assigned.

Website

• Gathers information regarding programs, events, etc;
• Directs clients to specific portions of the website as needed

Accounting

• Creation of daily cash reports
• Assist in account reconciliation
• Reconciles bluebook charges with weekly invoices and brings discrepancies to the attention of management and reports bluebook statistics to Fuel Medical and management.
• Verifies accuracy of insurance billing procedures, monitors insurance reimbursement policies and updates clinic billing procedures as needed.
• Verifies that charges are accurate & posted to the appropriate client account;
• Reconciles account balances
• Assists in preparation of annual budget.
• Orders office supplies

Coordination

• Manages complex clinic schedule (clinical faculty; clients; patients; clinic rooms; graduate student clinicians); financial policies and procedures and reports
• Sets-up & cancels meetings based on knowledge of subject & attendees;
• Organizes and coordinates events;
• Oversees completion of all logistics such as advertising, registration, speakers, venues, catering, technology, etc.
• Serves as liaison for faculty and staff to facilities management

Reception

• Oversees and greets patients, clients, and visitors in person and on the phone with a welcoming, helping and can-do attitude, answers questions, schedules appointments, collects contact information and notifies doctor that the patient or client has arrived.
• Is well informed about clinics' services, products, pricing, and specialty services of clinic professional personnel and able to relate this information to patients and clients.
• Understands value propositions of both clinics and assures that administrative staff frequently and properly convey clinics' value propositions to all.
• Represents the clinic with various levels of personnel both internally & externally managing & facilitating confidential &/or critical information;
• Answers, screens and prioritizes incoming calls;
• Manages insurance registration, eligibility, claims, and posting of Electronic Fund Transfers to patient accounts.
• Responds to inquiries as well as unanticipated & complex issues;
• Researches information to resolve problems or issues;
• Provides basic interpretation of policies and procedures;
• Triages prospective SLL clients to the appropriate SLL clinical faculty member;
• Provides a responsive, courteous, customer service-focused, professional environment in which clients, patients, students, and faculty feel welcome to come with questions and requests.

Student Services

• Responds to graduate student clinician questions, issues, and requests;
• Refers students to appropriate resources.

Supervision

• Monitors, coordinates, corrects, and improves work of work study students hired on to assist in the clinic.

Miscellaneous

Perform other duties as assigned

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or equivalent required.
• 4 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Advanced knowledge of Microsoft Office including Word, Excel, PowerPoint, and Publisher, email, and database software programs;
• Advance knowledge of financial systems and insurance billing and reimbursement policies and procedures
• Efficiently and effectively performs duties and responsibilities; displays attention to detail; and strong customer-service skills.
• Excellent customer service skills
• Ability to lead and to work independently as well as part of a team;
• Strong written and verbal communication skills; well-organized; excellent attention to detail; ability to multi-task;
• Anticipates demands/ pressures of assignments and adjusts accordingly;
• Self-directed, flexible, and adaptable;
• Displays consistency and success in adhering to deadlines;
• Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems;
• Facilitates open and effective communication, cooperation, and teamwork within and outside of the clinic; respects the needs and contributions of others;
• Regularly monitors internal and external customer satisfaction; provides suggestions to improve quality and value to the customer;
• High degree of judgment, tact, and diplomacy;
• Positive attitude.

Preferred Qualifications: (Education and experience)

• A bachelor's degree or the equivalent combination of education, training, and experience form which comparable skills can be acquired;
• Five or more years related experience;
• Experience in a medical setting, clinic, or higher education.

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.