Description
Student Wellness Services and Student Accessibility Services in Student Experience and Support are currently seeking a Full-time Limited Term Receptionist for approximately 12 months.
Student Wellness, Access & Support (SWAS) provides multiple services and supports to students. This position is cross-appointment for both Student Wellness Services (SWS) and Student Accessibility Services (SAS). SWS empowers students to achieve and maintain good health and well-being through family medicine/primary care, psychiatry, nursing, counsellors, Student Support Advisors, chiropractors, and massage therapists in a clinic setting. SAS is a complex, multi-faceted work environment that has primary responsibility for processing and implementing student requests for academic accommodation and for promoting an accessible learning environment for students with disabilities at the U of C.
As a member of the SWAS team, this position reports to the Office Manager, Student Wellness Services with additional leadership from SAS, Manager of Operations and
Services. This in-person on campus position works 35 hours per week, within the AUPE Collective Agreement, with hours of work ranging from 8:30am to 4:30pm, Monday through
Friday. Peak operational periods, including August and September and final exam periods, may require overtime and have limited vacation opportunities. Evening and weekend overtime may be required to support initiatives.
Summary of Key Responsibilities (job functions include but are not limited to):
- Greeting students, staff, and visitors upon entry to clinic.
- Checking in students and ensuring that their demographic information is current and up-to-date.
- Initiating and inputting billing processes, including third-party payees, through the electronic medical record and collecting payments from students.
- Balances cash daily to computerized booking/receipt schedule.
- Managing telecommunication systems.
- Handling queries and complaints over the phone and in person.
- Transferring calls as necessary.
- Receiving, sorting, distributing, and dispatching daily mail.
- Handling printing, photocopying, and faxing.
- Maintaining hygiene and safety standards of the reception waiting area, including refilling supplies.
- May be required to direct students to examination/clinic rooms and prepare examination rooms under the supervision of nursing.
- Responsible for rooming all chiropractic visits.
- Managing patient appointments made online, in person, and over the phone; requires knowledge and understanding of the integration between Medeo, Ocean, and Accuro.
- Electronic and paper patient medical record management.
- Responding to and de-escalating students who present in distress; requires knowledge of Student Wellness departments, where to refer students within the University and in the community, and liaising with other roles as needed.
- Reviews, actions, and routes incoming laboratory and diagnostic imaging results to appropriate provider, including urgent and emergent results.
- Provider schedule changes and rebooking of students when changes impact current booked appointments.
- Performs chart corrections as needed.
- Prepares correspondence as necessary for students and staff.
- Charts transfers, including Health Information Act (HIA) requests from students or appointed representative, for transfers of care or third-party requests (such as lawyers and insurance companies).
- Reviews, actions, and routes outgoing referrals to other providers and specialists.
- Reviews and actions incoming responses from referral locations for adherence to the College of Physicians and Surgeons of Alberta (CPSA) Standards and follows up with referral locations as required.
- Reviews, actions, and routes incoming referral decisions to appropriate provider within the clinic.
- Reviews, and actions referrals from family medicine/primary care to psychiatry within the clinic; Including booking specialist appointments with psychiatry for students, and informing them of the same.
- Acts as the initial point of contact and representative for Student Accessibility Services (SAS) main office, including assisting students with registration process, accommodations letters and, if relevant exam booking processes.
- Triages student and faculty inquires and concerns and makes referrals to appropriate resources with SAS, and on campus.
- Responds to general inquiries from students regarding SAS registration requirements, disability funding opportunities, and the accommodation process.
- Supports SAS Exam Centre, including proctoring as well as exam pick-up process.
- Books in-take, information and follow-up access advising appointments, neurodiversity support appointment and FAST referrals.
- Rebooks appointments when needed due to staff illness.
- Notifies advising staff when appointment arrives to appointments.
- Response to phone calls and email inquiries. Redirects messages to the email center in a time sensitive manner.
- Escalates issues when appropriate to the Manager, Operations and Services.
- Creates and maintains student files to ensure accurate and timely provision of service, including creating and update Clockwork records, creating digital versions of disability documentation and other details.
- Ensures accurate data entry of accommodation information, including changes, and faculty notification.
- Pull transcripts and other relevant information for Access Advising Appointments.
- Ensures the Nat Christie Adaptive Technology Centre is well maintained, serviced, and fully functional, including maintain card access and locker reservations.
- Provides template accommodation history letters based on students' request.
- Supports archiving of paper-based records.
- Request and create alternate format textbook materials, contacting publishers and scanning physical textbooks.
- Create audio CDs for students exam accommodations.
Qualifications / Requirements:
- High School Diploma or equivalent required.
- Medical Office Assistant/Unit Clerk certification preferred with equivalent experience considered.
- Medical terminology training/courses may be considered as equivalent.
- 1-2 years working in a primary care or allied health clinic preferred.
- Computer literacy required including competency in Microsoft Office Suite.
- Electronic medical record and billing system experience preferred.
- Professionalism and the ability to maintain strict confidentiality required.
- Exceptional interpersonal and communication skills required.
- Exceptional organizational and time-management skills are required.
- Decision-making based ono expertise in the practice setting, and using procedural knowledge, is required to select the correct procedure/protocol based on the situation presented.
- Must be able to multi-task, and determine priorities, while working with constant interruptions and minimal supervision.
- Demonstrated commitment to exceptional, proactive client or student service is preferred.
- Experience working with clients with diverse lived experience, including individuals with disability is preferred.
Application Deadline: July 7, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
