- Salary
- $19 – $30/hr
- Location
- Sewanee, TN, TN, US
- Department
- Administration
- Education
- Bachelor
- Source
- GovernmentJobs
Description
Primary Function:
The position performs confidential administrative support duties for the Executive Director of the Wellness Commons. Requires considerable independent judgment, an outstanding ability to communicate with many diverse stakeholder constituencies, and a passion for holistic wellness. The Administrative Assistant to the Executive Director of the Wellness Commons provides key administrative support to ensure efficient operation of the Wellness Commons, including calendar, purchasing/budget, and office administration. The Administrative Assistant is responsible for confidential and time-sensitive material. Requires excellent written and verbal communication skills. Reports to the Executive Director of the Wellness Commons.Position Appointment Details:
- Career Band: NE10
- Full-time, hourly, 12-month position
- Schedule:
- August–May: 37.5 hours/week (five 7.5-hour days);
- June–July: 30 hours/week (four 7.5-hour days)
Typical Duties & Responsibilities:
Provide administrative support for the Executive Director of the Wellness Commons, including calendar, budget, and office administration.
Manage confidential information and communicate this information in a timely and sensitive manner to the appropriate members of the Wellness staff and other University officials, as appropriate.
Exercise independent judgment in the execution of duties, which involves knowledge of the Wellness Commons’ policies, procedures, administrative units, and programs.
Manage the Executive Director’s calendar, ensuring synchronization across Google and Point and Click interfaces.
Serve as the main scheduler for Counseling and Psychological Services. Manage appointments and facilitate check-in for clients, ensuring proper compliance forms are completed.
Ensure that members of the Wellness Commons staff have up-to-date and appropriate training in HIPAA and FERPA compliance.
Utilize electronic medical record (EMR) – Point and Click. Use EMR proficiently and provide administrative and professional support in managing confidential medical information.
Be aware of all University Health Services policies and procedures to be fully cross-trained and fill in at the UHS front desk as needed.
Serve as main purchaser for the Wellness Commons. Reconcile purchasing card transactions. Process purchase orders and other budgetary duties as assigned.
Arrange consultations with students and parents regarding reinstatement and withdrawal.
Act as liaison between supervisor and other university offices, faculty, staff, students, and members of the community, actively cultivating positive relationships with all stakeholder constituencies.
Manage information flow in a timely and accurate manner.
Make travel and accommodation arrangements.
Act as an office manager by managing office supply inventory and ensuring the maintenance of a clean, hospitable, safe, and secure office environment. Organize and maintain the office’s filing system.
Serve as point of contact for all facility-related issues in the Wellness Commons.
Assist in the production, formatting, and editing of internal and external communication – memos, emails, presentations, reports, etc.
Manage the schedules of wellness-related working groups and committees, and take minutes during meetings.
Screen and direct phone calls and distribute correspondence.
The performance of the essential duties of this position is dependent upon independent ingenuity and developmental efforts. Must be able to handle confidential information, including private health information.
Budget Responsibility:
Assist Wellness Commons Administrator with division budgets including processing invoices, preparing budget reports, and maintaining records of financial documents. Serve as main purchaser for the Wellness Commons.
Machine and Equipment Used:
General office equipment.
Interactions/ Communications: Frequent communication must be handled sensitively and effectively with high-level officials and administrators inside the University and with alumni, parents, students, donors, Trustees, and Regents.
Personal Interaction/Communication:
Student Contact: Frequent.
Internal: Regular interaction with students, higher-level administrators, and staff and faculty colleagues from departments across campus.
External: Regular interaction with alumni, parents, students, donors, Trustees and Regents.
Education:
Bachelor's Degree required.
Experience:
Three to five years of office management experience or educational/experience combination.
Job-Related Skills:
Experience working with electronic medical records.
Exceptional computer skills, including word processing, spreadsheet, slide deck development & desktop publishing applications.
Excellent organizational skills.
Excellent communication skills, both written and verbal.
Ability to write concisely, persuasively, and clearly.
Ability to copy and edit for brevity, clarity, and grammar.
Ability to manage competing priorities.
Excellent communication skills.
Ability to work collegially and collaboratively with diverse constituencies and navigate complex interpersonal dynamics.
Ability to exercise judgment, think critically, maintain objectivity and neutrality, and give feedback appropriately.
Must be able to maintain and protect confidentiality as appropriate.
Ability to work either independently or collaboratively as the task and circumstances require.
Confidential Information:
This position has access to many types of confidential documents and details, and confidentiality must be preserved where necessary.
Working Environment:
Office
Physical Requirements:
Must be able to stand for extended periods of time and be able to use hands for repetitive tasks.
