Service Assistant Part-Time

Job summary

The Service Assistant acts as the primary point of contact for the Student Wellness Services department, managing front desk operations and client inquiries. Responsibilities include scheduling appointments, processing medical paperwork, and ensuring clinic opening and closing procedures are followed.

Job details

Department: Student Wellness Services Temporary part-time from 10/12/2026 to 04/30/2027 (Less than 24 hours a week) Monday – Thursday (3:30pm – 8:30pm) If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. Career Opportunities (sapsf.com) General Purpose Reporting to the Operations Supervisor, this temporary part-time position supports the integrated front desk of Student Wellness Services. The incumbent is the first point of contact for students, staff, faculty, parents, off-campus healthcare providers, colleagues at other educational institutions, and the general public regarding the services offered by the department which include Health Services, Counselling Services, Student Accessibility Services and the Health and Performance Centre. The initial assignment for this role will be in the Health and Performance Centre, working 20 hours per week, primarily from 3:30 p.m. to 8:30 p.m., four evenings per week. This position provides front desk coverage during the clinic’s afternoon and evening operations and is responsible for completing established end-of-day and clinic closing procedures. The incumbent may also be required to work additional or alternate shifts based on operational needs, including daytime or opening shifts. Duties and Responsibilities As the central hub of daily operations, the Service Assistants: Respond to inquiries and assist clients seeking services. Schedule appointments using electronic medical record programs. Receive and process paperwork and address questions. Facilitate access to services that require a referral. Manage a large volume of information that supports the functioning of more than 20 professionals across multiple disciplines. Complete established opening and closing procedures as assigned. Diligently follow guidelines set by the Personal Health Information Protection Act (PHIPA) and the Freedom of Information and Protection of Privacy Act (FIPPA). Service Assistants provide routine clerical and administrative support within a dynamic, multidisciplinary sports medicine and health care environment serving students, staff, faculty and members of the general public. This support is maintained to a high standard and includes opening and closing the office area, answering phones and monitoring inboxes, scheduling appointments, processing referrals, filing and managing electronic information, billing and receiving payments, and supporting the day-to-day needs of practitioners and clients. Providing welcoming, professional and responsive customer service is an important part of the role and of each interaction with clients and colleagues. The ability to multi-task and prioritize, manage numerous interruptions, accurately track detailed information, and work effectively in a fast-paced environment is imperative to the successful operation of the clinic. Service Assistants must be able to move comfortably between competing priorities while maintaining accuracy, professionalism and excellent customer service. Clinic volumes and operational pressures fluctuate throughout the year and in relation to the academic semester, requiring staff to adapt to changing needs, processes and priorities. Clients may also present with a range of health-related concerns or personal circumstances and, at times, may be experiencing distress or barriers to accessing care and support. Service Assistants are expected to approach these interactions with compassion, discretion and without judgement, listen carefully to client needs, and accurately communicate information or connect clients with the appropriate service or resource. Requirements One (1) year Community College (Health Office Administration Certificate), or equivalent along with one (1) year experience in a health profession setting. A combination of relevant education and experience may be considered. Knowledge and direct experience working with electronic medical billing and scheduling systems. Excellent interpersonal and communication skills, including experience working with people dealing with a range of health-related issues, including mental health. Ability to set priorities and organize time effectively. Excellent skills with computer software including technical problem-solving when required. Additional requirements include the ability to work collaboratively within a multidisciplinary, student-centered health care setting; a demonstrated commitment to providing accessible, inclusive, compassionate and professional customer service; and a strong understanding of privacy and confidentiality responsibilities, including a working knowledge of the Personal Health Information Protection Act (PHIPA). Employee Type: Temporary Hourly rate: $26.23 (Band 3, Level 1) At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution. Posting Date:10/08/2026 Close Date: 10/15/2026

What you’ll do

The Service Assistant acts as the primary point of contact for the Student Wellness Services department, managing front desk operations and client inquiries. Responsibilities include scheduling appointments, processing medical paperwork, and ensuring clinic opening and closing procedures are followed.

Requirements

Candidates must possess a Health Office Administration Certificate or equivalent, along with at least one year of experience in a health profession setting. Proficiency in electronic medical billing and scheduling systems, as well as a strong understanding of privacy legislation, is required.

Listed skills

• Customer service · Preferred
• Administrative Support · Preferred
• scheduling · Preferred
• Data entry · Preferred
• Multi-Tasking · Preferred
• Communication Skills · Preferred
• interpersonal skills · Preferred
• Problem solving · Preferred
• Time management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer service
• Administrative support
• Electronic medical records
• Medical billing
• Scheduling
• Data entry
• Multi-tasking
• Communication skills
• Interpersonal skills
• Privacy compliance
• PHIPA knowledge
• FIPPA knowledge
• Problem-solving
• Time management
• Clerical support
• Administrative Support
• Office Administration
• Professionalism
• Compassion
• Mental Health
• Billing
• Clerical Works
• Customer Service
• Communication
• Confidentiality
• Health Care Industry
• Problem Solving
• Multitasking
• Operations
• Sports Medicine
• Student-Centred Learning
• Setting Appointments
• Filing
• Prioritization
• Diversification (Investing)

Job areas

• Administrative
• Healthcare
• Customer Service & Support
• Education
• Sports & Recreation
• Service Assistant
• Front Office Assistant
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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