POSITION TITLE: Administrative Assistant II
AGENCY: University of Massachusetts Dartmouth
SALARY: Grade 17
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:
Responsible for the oversight, set up, and maintenance of all billing and coding processes for the department, with a focus on maximizing reimbursement and ensuring compliance. Monitors unit activities to ensure effective operations, reviews and analyzes billing and revenue data to improve work methods and guide strategic planning and prepares reports and recommendations for the Director of Health Services. Responsible for maintaining insurance contracts, provider credentials, claims submission and correction, provider coding and audits of documentation, post payments, and preparation of financial reports. Coordinates general department purchasing and assists the Director of Health Services with budget preparation and the tracking and reporting of departmental revenue and expenditures.
SUPERVISION RECEIVED: Director of Health Services
DIRECT REPORTING STAFF: Clerical and Administrative Positions
THEIR STAFF: N/A
DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:
- Determines training needs and provides or arranges for training to support billing performance.
- Reviews, analyzes, and prepares reports concerning unit billing and revenue cycle activities for the Director of Health Services, identifying trends and making recommendations concerning procedures and program activities.
- Monitors unit compliance with insurance, coding, and billing regulations, and revises established procedures as needed to improve work methods.
- Coordinates general department purchasing, including ordering supplies and equipment and processing purchase requisitions.
- Assists the Director of Health Services with budget preparation, and with tracking, reconciling, and reporting departmental revenue and expenditure.
- Oversees and coordinates the activities of subordinate staff in connection with the preparation and maintenance of billing, coding, and financial reports, records, and documents.
- Provides on-the-job training and orientation for subordinate staff, as well as general department new-hire orientation, billing/coding review, and credentialing.
- Maintains and initiates contracts with insurance companies.
- Establishes and maintains credentials of providers with Student Health Services contracted insurance companies.
- Initiates and regularly updates providers' Council for Affordable Quality Healthcare files (licensing, certification, liability information, attestations, etc.).
- Reviews and corrects claims prior to submission to clearinghouse and submits claims to the clearinghouse.
- Reviews and corrects claims rejected by the clearinghouse.
- Contacts insurance companies to follow up on claims rejected by the insurance company.
- Identifies and follows up on systemic errors in the clearinghouse and Electronic Medical Record (“EMR”) billing software.
- Contacts physician offices to obtain referrals to Student Health Services and follows up on missing referrals.
- Audits medical providers' charts for accuracy in charges with respect to diagnostic and procedure coding.
- Trains medical providers with respect to appropriate coding and documentation for level of coding.
- Posts payments in the EMR system.
- Verifies electronic payments and amounts from insurance companies are deposited into the Student Health Service account; notifies Bursar of expected deposits.
- Collects and reconciles daily point-of-service payments and deposits them according to Bursar's policy.
- Responsible for the maintenance of fee schedules within the EMR.
- Creates reports relating to claims, accounts receivable, and statistical data.
- Serves as financial representative for Student Health Services billing inquiries.
- Identifies emergency situations in the office and notifies nursing/medical staff; independently contacts ambulances and Public Safety when needed.
- Records student immunizations in EMR, notifies patients of immunization documentation deficiencies based on Massachusetts requirements and spacing of immunizations, and identifies resources for obtaining needed immunizations.
- Utilizes the EMR system to register patients for appointments at Student Health Services.
- Facilitates students' off-campus medical treatment and follow-up care by utilizing knowledge and relationships with local medical resources to make appointments with outside providers; obtains follow-up information from these appointments as needed.
- Abides by HIPAA regulations; identifies any potential HIPAA breach and notifies the Director of Health Services.
- May perform other job-related duties and responsibilities as assigned.
QUALIFICATIONS REQUIRED AT HIRE:
- Knowledge of the principles and practices of office management.
- Knowledge of the methods of general report writing.
- Knowledge of the methods used in the preparation of charts, graphs and tables.
- Knowledge of the types and uses of general office equipment.
- Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
- Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations.
- Ability to follow written and oral instructions.
- Ability to gather information through questioning individuals and by examining records and documents.
- Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
- Ability to assemble items of information in accordance with established procedures.
- Ability to determine proper format and procedure for assembling items of information.
- Ability to prepare general reports.
- Ability to maintain accurate records.
- Ability to prepare and use charts, graphs, and tables.
- Ability to communicate effectively in oral expression.
- Ability to give written and oral instructions in a precise, understandable manner.
- Ability to deal tactfully with others.
- Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds.
- Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
- Ability to exercise sound judgment.
- Ability to exercise discretion in handling confidential information.
- Knowledge of the principles, practices and techniques of supervision.
QUALIFICATIONS ACQUIRED ON THE JOB:
- Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities.
- Knowledge of the proper telephone procedures for making and receiving agency calls.
- Knowledge of the types and uses of agency forms.
- Knowledge of the laws, rules and regulations governing the state personnel system.
- Knowledge of state budgetary procedures relating to positions, salaries and personnel services.
- Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.
- Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.
- Knowledge of state accounting and budgetary procedures including terminology.
MINIMUM ENTRANCE REQUIREMENTS:
Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. An Associate's or higher degree with a major in business administration, business management, or public administration may be substituted for a maximum of two years of the required experience. *
II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. *
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.
LICENSE AND/OR CERTIFICATION REQUIREMENTS: None
REMARKS:
Knowledge of specific EMR system, specific clearinghouse system and Massachusetts immunization requirements; experience in a healthcare setting that involves familiarity with coding and medical billing, third party billing and patient accounts; prior familiarity and experience with all components of an electronic medical record (EMR) and practice management system; demonstrated computer skills; knowledge of HIPAA regulations relative to confidentiality; clinic-based customer service experience, including knowledge of proper routing and scheduling of various patient presentations; experience with departmental purchasing and budget or expenditure tracking, certified medical biller certification and prior experience supervising, training, or leading staff in a billing, coding, or administrative capacity preferred.
DEPARTMENT: Health Services
NO. OF POSITIONS: 1
INTERNAL/EXTERNAL POSTING: Yes
STATE FUNDED: No
SALARY: $63,755.12 - $89,952.20
HOURS: M-F 9 am - 5 pm
GRADE: 17
UNION: AFSCME
UMass Dartmouth offers exciting benefits such as:
- 75% Employer-Paid Health Insurance
- Flexible Spending Accounts
- Life Insurance
- Long Term Disability
- State Pension Retirement Plan
- Optional Retirement Savings Plans
- Tuition Credit (Employee, Spouse, & Dependents)
- Twelve (12) paid holidays
- Paid personal, vacation, and sick time
- And More!
Benefits for AFSCME Union- AFSCME
Applicants must be authorized for permanent employment in the United States. Employment-based visa sponsorship is not available.
To apply, please submit a letter of interest, a current resume, and the contact information for three professional references.
The deadline for early consideration of internal AFSCME applicants is November 12, 2026.
The review of applications will be ongoing until the position is filled.