Administrative Assistant (Part-time) - University Counseling Center

POSITION: Administrative Assistant (Part-Time)

DEPARTMENT: University Counseling Center (UCC)

REPORTS TO: UCC Director

HOURS: Monday - Friday: 8:30 am - 2:30 pm; 30-minute lunch break each day (Hours may vary depending on front desk coverage needs)

REQUIREMENTS:

High school education (advanced course work in business or secretarial science or medical office preferred); one year related work experience; minimum 30 WPM typing/data entry skills; competency using Microsoft Office products; effective communication, excellent customer service and organizational skills. Possess an understanding of and adhere to patient confidentially rules based on the Health Insurance Portability and Accountability Act. Experience with and comfortability working with culturally diverse populations. Experience working in a mental health or medical clinic preferred.

PRIMARY FUNCTION:

Maintain order and structure of the UCC. Perform a variety of clerical and data entry functions in support of the UCC. Respond to student requests and inquires, via in person, telephone and emails. Maintain confidential student mental health records.

DUTIES

1. Answer phones, take messages, screen calls, check voicemails, pull student records and locate information pertaining to inquiries.
2. Perform data entry functions for the UCC. Enter student information into Titanium, the UCC's electronic medical record system.
3. Respond to student inquiries, provide forms as requested, and schedule screening appointments.
4. Pull files and documents that need immediate attention, for mental health appointments or otherwise at the request of the UCC Director.
5. Prepare various letters, documents and envelopes as needed.
6. Schedule appointments and maintain calendars as needed.
7. Assist clients with paperwork.
8. Assist UCC Director in maintaining the office's budgetary process.
9. Make copies of student documents and correspondence as needed.
10. File student documents and maintain student and general files.
11. Maintain inventory and order office/programming supplies, as delegated by the UCC Director.
12. Retrieve, sort, distribute, and regularly check departmental mail and deliveries.
13. Follow-up with students at UCC Director's request. Assist UCC Director with maintaining the UCC waitlist.
14. Reach out to IT and follow-up as needed at UCC Director's request for technical issues. Assist Director as needed with contacting Titanium and VALT services.
15. Support crisis walk-ins and follow UCC crisis protocols.
16. Maintain waiting area space.
17. Assist UCC Director with coordinating and setting up outreach programming.
18. Coordinate with other departments based on student and organizational needs.
19. Perform related duties as assigned.