Medical Assistant

About Us

Student Affairs at Caltech supports the academic success of students and fosters their intellectual, personal, social, and professional development. Within Student Affairs, Caltech Student Wellness Services (SWS) advances the holistic well-being of students by integrating physical, mental, and social health within a culture of scientific rigor and curiosity. We provide accessible, high-quality clinical care and wellness education, and partner with students, faculty, and staff to support student health, resilience, and success at Caltech and beyond.

Job Summary

The Medical Assistant plays a vital role in supporting the delivery of high-quality healthcare to students within Student Wellness Services. Working closely with providers, nursing, and front office staff, the Medical Assistant provides front office, clinical, and operational support to ensure the clinic runs efficiently and students receive timely care. The ideal candidate is compassionate, welcoming, and student-centered in every interaction; works collaboratively as part of an interdisciplinary team; is detail-oriented, organized, and able to prioritize in a fast-paced environment; and maintains professionalism, confidentiality, and a commitment to excellent service in a dynamic college health setting.

Essential Job Duties

• Serve as a first point of contact for students seeking healthcare services, including check-in/check-out, verification of demographic and insurance information, and coordination of patient flow.
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• Coordinate appointment scheduling to support clinical flow – prioritizing urgent needs, optimizing access, and adjusting the clinic calendar in real time to minimize disruptions.
• Manage incoming communication, including answering phones, addressing patient inquiries, and triaging messages based on clinical urgency to ensure timely follow-up and continuity of care.
• Guide students in navigating clinic services, including referrals to specialists and community resources.
• Support the Health Entrance Process by assisting with the collection and processing of required student health documentation.
• Assist clinical staff with patient care during appointments, including obtaining vital signs and medical history and assisting with procedures.
• Perform basic laboratory tests (e.g., urine tests, rapid strep tests) and collect specimens for lab processing.
• Administer medications and vaccines within scope; assist with phlebotomy and injections within scope.
• Perform procedures by order and within scope, which may include EKGs, ear lavage, or wound care.
• Aid in care coordination for urgent, high-needs, and complex student presentations, following established procedures and collaborating with licensed clinical staff.
• Process prescription refill requests and prior authorizations in coordination with providers.
• Provide patient education on health topics, medication instructions, and follow-up care as directed by protocol.
• Maintain accurate and timely documentation in the electronic medical record (EMR) and monitor and respond to EMR tasks and messages.
• Prepare exam rooms before and after visits, ensuring cleanliness and stocking of necessary medical supplies.
• Maintain medical supply inventory and replenishment protocols for the clinic.
• Ensure compliance with all clinic policies, procedures, and safety regulations.
• Participate in staff meetings and contribute to quality improvement initiatives.
• Assist with student outreach events as needed (e.g., health fairs, resource tabling).

Basic Qualifications

• High school diploma or equivalent.
• Completion of an accredited Medical Assistant program.
• Two years’ experience as a medical assistant required.
• Experience with electronic medical record (EMR) systems (e.g., Epic, Point and Click) required.
• Current BLS/CPR required.

Skills

• Excellent communication and interpersonal skills, with the ability to work with diverse student populations.
• Strong organizational skills and attention to detail.
• Ability to multi-task and prioritize in a fast-paced environment.
• Proficiency with computer systems and medical software.

Preferred Qualifications

• Previous experience in primary care or college health preferred.
• Medical Assistant certification (CMA, RMA, or equivalent) preferred.
• Phlebotomy certification or experience desired.