St. John's established in 1870, has three New York City campuses; a graduate center in Hauppauge, NY; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.
A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.
Clinical Office Assistant
Speech and Hearing Center
The Clinical Office Assistant has a key role as the point of first contact for graduate students, staff and clients coming to the Speech & Hearing Center(S&HC). The Clinical Office Assistant sets the welcoming tone of the clinic and establishes a relationship with each person to provide the assistance, instructions, materials, and answers needed to successfully navigate the clinical experience. Must be comfortable and adept at managing a busy front-office atmosphere in a clinic that serves clients from preschool age to elderly.
Reports to the Director and assists with a variety of clerical tasks, student supports and client related activities necessary to the smooth operation of the S&HC. Appropriate candidates will represent the Speech & Hearing Center as a welcoming, diverse, and culturally sensitive environment with a deep commitment to serving the varied needs of all who enter.
Manage all aspects of front desk functions and present a welcoming atmosphere to all who enter the S&HC. Buzz visitors into clinic, greet and guide clients to sign-in.
Maintain clean and organized front office areas, answer phones in a timely and professional manner.
Oversee student workers and provide appropriate training and models of professional behavior.
Assist clients with all aspects of scheduling, billing, documentation, and general instructions on phone or in person. Guide clients' family members to location and set-up of video observation equipment.
Provide warm and helpful guidance to students with requests for files, materials, equipment and general instructions on clinic procedures.
Check all visitors for appropriate PPE, check health screening passes, ensure adequate supply of hand sanitizer, tissues and cleaning wipes are readily available.
Ensure adherence to HIPAA and FERPA guidelines within the clinic.
Excellent phone skills required, patience with speech & hearing-impaired clients. Record careful, accurate messages & promptly deliver via written copy.
Create, maintain and update: documents, forms, letters and spreadsheets for Speech & Hearing Center clients, graduate students & staff to ensure organized and accurate record keeping.
Prepare, maintain and audit client files regularly for required forms, client releases, reports, and timely addition of treatment related documentation.
Assist Clinical Educators, Coordinators and Director with clerical tasks or special projects as needed.
Open Speech & Hearing Center, unlock rooms, prepare treatment spaces, maintain neat and organized front office, waiting area and student spaces.
Provide guidance and instruction to student workers in all facets of office skills; phone skills, client assistance and student assistance.
Contact facilities and vendors regarding repairs, create schedule of equipment maintenance and follow-up with appropriate departments as needed.
Process orders for equipment and office supplies, maintain inventory list, find supplies, and distribute.
Schedule appointments for therapy and evaluations for speech and audiology
Prepare speech and audiology evaluations and progress reports to be mailed out at the end of the semester
Set up parents and students for observations of treatment or evaluation sessions
Prepare and maintain records of billing including collecting deposits, preparing, and mailing bills to clients each semester and necessary follow-up or special arrangements for clients with financial challenges
Advertising & Community Outreach
Create and Distribute materials (brochures, advertisements, questionnaires, notices of free speech and hearing screenings, etc.) to parents, schools, agencies, religious centers, Catholic schools, church bulletins, the neighborhood, and campus
Additional responsibilities as assigned by Dean
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
High school diploma; 3-5 years clerical experience
Excellent computer skills: Microsoft Word, Microsoft Outlook Suite, Excel, OneDrive
Must be able to: file, bend, lift 5-10 lbs. (boxes), type using keyboard, sit for extended periods of time
Demonstrate proficiency with use of computer programs, internet searches, scanner, office equipment, iPads, etc. Must be capable and motivated to learn new software programs, technology, and clinic equipment as needed
Must be able to work Saturdays
St. John's offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John's performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events.
Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education.
St. John's University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.
St. John's University is Catholic, Vincentian and Metropolitan. We are committed to attracting, motivating, and retaining a highly qualified and diverse workforce to support our mission of academic excellence and the pursuit of wisdom. Known for over 100 years of proud athletic tradition, our Big East excitement keeps Red Storm fans cheering. Ranked among America's top universities by The Princeton Review, St. John's University educates leaders for today's global society through quality academics, high-tech resources and an expanding international presence. With 1,500 Faculty and 1,400 Administrators/Staff, St. John's is a leading Catholic University in the Vincentian tradition, dedicated to making a positive difference in people's lives through active engagement in issues of energy and resource conservation, social justice and global citizenship. These values enhance the academic experience of more than 20,000 undergraduate and graduate students on three residential New York City campuses in Queens, Staten Island and Manhattan; a graduate center in Oakdale, NY; an international campus in Paris, France and Rome, Italy; and learning centers in other locations worldwide.