Job Details
Posting Title:
Administrative Assistant II
Overview:
The Counseling Center assists students with defining and accomplishing personal and academic goals by serving as a multidisciplinary, campus-based mental health organization dedicated to addressing the diverse needs of students. The center provides a broad range of direct clinical/counseling, educational learning assistance, consultative, outreach, training, assessment, and emergency response programs and services. The Administrative Assistant acts as a front desk/reception staff member and assists the staff and trainees of the Counseling Center in all administrative responsibilities of his position. The Administrative Assistant serves as a liaison between the Counseling Center and other departments both within the Division of Student Affairs and outside the Division of Student Affairs, such as Human Resources, Budget, Purchasing, Accounts Payable, and Facilities and Maintenance. Performs a variety of complex and confidential administrative support duties. Attend staff meetings.
Responsibilities:
Open up the office each morning, including unlocking client files and equipment for recording therapy sessions, and responding to messages regarding staff and client absences or other scheduling issues that impact the flow of work for that day. Assist with creation and loading of staff schedules and maintaining the scheduling and record keeping software system (Titanium Schedule), including creating user accounts and troubleshooting technical issues for senior staff and for trainees in the large psychology and social work training programs. Prepares background material needed by various senior staff members (especially the Director and training directors) to prepare reports and responses to inquiries.
Help orient and support psychology and social work trainees throughout the year in adherence to policies and procedures. Research and compile data required to prepare organizational budgets and reports. Monitor expenditures and encumbrances against organizational budget and research and resolve discrepancies. Serve as administrative support liaison with other departments regarding issues related to purchasing, accounts payable, human resources, facilities and maintenance. Assist the entire staff in maintaining and updating counseling center policies and procedures. Administer and compile client satisfaction surveys and periodic client symptom assessments through the Titanium Schedule software.
Qualifications:
A Bachelor's Degree and minimum of two (2) years directly related experience. Prior Medical office or Health-related office experience preferred. Must possess excellent written and verbal communications skills. Familiarity with electronic records system is preferred. Proficiency with MS Word (Word, Excel, Outlook, and PowerPoint); Knowledge of SPSS is preferred. Must know or have the willingness and ability to learn PeopleSoft applications within three (3) months of hire. Ability to learn how to use the Counseling Centers database (Titanium Schedule software) for client records. Ability to interact tactfully and skillfully with all levels of students and employees. Maintain business contacts outside the university. Ability to handle difficult and sensitive situations with tact and diplomacy.