Job Title: Office Assistant
Classification: C4
Department: University Counseling Center
Updated: September 2024

Job Summary

The University Counseling Center is the campus mental health unit, providing student-centered psychological services, outreach, and consultation. The office is busy and conveys warmth and professionalism to student clients. The office assistant is the main greeter and scheduler of client appointments and helps set the tone for the student experience in accessing the Center. The Center is utilized by over 2,000 students per year and provides nearly 11,000 appointments per year. This position coordinates scheduling of client appointments, counselor schedules, and front desk operations to ensure ease of access to services. The center and staff are collaborative, accessible, and service-oriented.

Essential Functions

• Primary scheduler of student appointments; greets students and visitors to the office; triages urgent client needs; ensures smooth functioning of client reception.
• Interacts with clients in-person and via telehealth platform to ensure check-in process is complete.
• Manage/maintain counselor and nurse practitioner schedules (meetings, client appointments, etc.).
• Provides support for overall department scheduling in conjunction with the Scheduling Coordinator.
• Management of Electronic Health Record System.
• Management of Release of Information and medical records requests.
• Oversee new hire facilities requests including keys, name plates, and office updates.
• Coordinate parking permits for Center guests.
• Provide support as the Department Emergency Coordinator.
• Conduct new employee trainings.
• Daily completion of office opening duties.
• Provide daily schedule to satellite offices for reception coordination.
• Manage release of information and prescription requests. 
• Responsible for support and schedule maintenance of nurse practitioner.
• Provide office support to the University Counseling Center and the Alcohol & Other Drugs Services Office.
• Assist with coordinating internship placement match each year with support for portal scheduling.
• Work collaboratively with support team and counseling staff to ensure efficiency in office procedures and client reception, positive communication between support and clinical team, and general cohesive operations for the center.
• Ability to maintain confidentiality in adherence with HIPAA and accrediting body requirements regarding students utilizing counseling services.
• Editing and processing of client forms.
• Responsible for the coordination/completion and the quality of general clerical work for the office which includes answering telephones, scheduling appointments and meetings, providing information or routing calls to appropriate person; routing mail; routing requests for client records; orienting new employees to office procedures; opening/ closing of office.
• Supervision and support for student employees
• Coordinate all clerical duties associated with staff searches and interdepartmental scheduling.
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and direct individuals to sources of additional information.
• Track and order office supplies.
• Coordinate clerical duties associated with staff searches and new hires.
• Conduct special projects and assignments as directed.
• Assist with special events and functions.
• Other related duties as assigned.

Non-Essential Functions:

• Make travel arrangements.
• Secondary responsibility for managing budget expenditures.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service. 
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment. 
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Associate or bachelor’s degree.
• Higher education experience.
• Supervisory experience.
• Experience in a mental health setting.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated.  Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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