Immunization Assistant

Department: University Life - Student Health Services

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: On Site Required

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

Student Health Services (SHS) provides health care services at George Mason University. SHS provides primary care services and health promotion to eligible students at Mason, 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.

About the Position:

The Student Health Services Immunization Assistant plays a critical role in ensuring the compliance of students with immunization requirements by providing assistance with immunization forms and offering in-person customer service to address student concerns. This role serves as a vital link between students and the university's immunization compliance policies, helping to maintain a safe and healthy campus environment.

Responsibilities:

Immunization Form Assistance / In-Person Assistance:

• Guidance and Support: Offer students friendly, informative, and reassuring assistance when they visit the Student Health Services office in person. Provide step-by-step guidance on how to complete immunization forms accurately; 
• Form Review: Carefully review submitted immunization documents to ensure they adhere to university policies and regulations. Verify the authenticity of documents provided;
• Answering Queries: Address any questions or concerns students may have regarding immunization requirements. Explain the significance of immunizations for their health and public health in general;
• Appointment Assistance: If necessary, help students schedule immunization appointments at the on-campus clinic or with external healthcare providers;
• Remote Support: Extend assistance to students over the phone. Respond to their inquiries and concerns regarding immunization requirements and form completion;
• Document Verification: Verify the authenticity of submitted documents through digital or scanned copies, ensuring compliance with university policies;
• Clarifying Procedures: Clearly explain the process for submitting immunization records and the importance of compliance over the phone; and 
• Remote Appointment Assistance: Assist students in scheduling immunization appointments with student health services providers, making it convenient for them. 

Contributions to University Compliance:

• Accurate Recordkeeping: By providing guidance to students, the Immunization Assistant helps ensure that immunization forms are accurately filled out and that the submitted documents comply with university policies; 
• Accessibility: Offering in-person and over-the-phone support makes it easier for students to meet immunization requirements;
• Improved Understanding: Through customer service, the Assistant helps students better understand the significance of immunizations and the university's requirements; and
• Efficient Process: By guiding students and reviewing their immunization forms, the Assistant streamlines the process, reducing the likelihood of incomplete or erroneous submissions. 

Data Management:

• Record Maintenance: Maintain a comprehensive database of student immunization records. Keep the database up to date, ensuring it reflects the most current compliance status; 
• Data Accuracy: Ensure the accuracy and consistency of data collected from immunization forms. Verify the validity of immunization records before entering them into the database; and
• Report Generation: Create regular reports and summaries that depict the overall compliance percentages and trends. These reports help the university assess and improve immunization compliance. 

Required Qualifications:

• High school diploma or equivalent;
• Previous experience in a professional office setting;
• Knowledge of immunization policies and ability to learn Mason's immunization policies, procedures, and relevant regulations to guide students effectively;
• Knowledge/familiarity of basic healthcare terminology to facilitate communication with students and healthcare providers;
• Ability to maintain accurate and up-to-date records related to immunizations and compliance;
• Knowledge of data entry and database management principles to maintain precise immunization records;
• Knowledge of effective communication techniques, both in-person and over the phone, to provide clear and understandable guidance to students;
• Ability to engage with students in a friendly and empathetic manner, fostering a positive atmosphere during in-person and phone interactions;
• Ability to provide exceptional customer service, including patience and active listening, to address student concerns and inquiries;
• Skill in reviewing immunization forms for accuracy and completeness, ensuring compliance with Mason policies;
• Ability to accurately and efficiently enter data to maintain precise records of immunizations and compliance;
• Ability to analyze and resolve student concerns related to immunization requirements, promoting compliance;
• Ability to offer in-person guidance, support, and assistance to students, ensuring they understand and complete immunization forms accurately;
• Ability to provide remote assistance over the phone, addressing student inquiries and concerns in a helpful and timely manner;
• Proficiency in verifying the authenticity and compliance of submitted immunization documents through digital or scanned copies;
• Capability to explain the importance of immunizations to students, emphasizing the role of compliance in maintaining a safe and healthy campus; and
• Ability to handle multiple tasks efficiently and effectively, such as assisting students and managing data simultaneously.

Preferred Qualifications:

• Associate degree in related field;
• Experience in a healthcare administration setting; and
• Experience with healthcare regulations and university policies.

Instructions to Applicants: 

For full consideration, applicants must apply for Immunization Assistant at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume.

Posting Open Date: February 12, 2024

For Full Consideration, Apply by: February 26, 2024

Open Until Filled?:  Yes