Administrative Support Assistant II - UT Chattanooga

Job Description

As the first point of contact for students/clients, visitors, and the community, and with offices within and outside the UTC Counseling Center (UTCCC), this position exists to provide administrative support to the Director, counselors, and the psychiatric mental health nurse practitioner (PMHNP).

This position oversees the daily operations of the office and provides clerical support, including reception and facilitating intake processes for clients, managing client and adjusts staff schedules (as needed/ directed by leadership), and maintaining electronic medical records (EMR) in compliance with confidentiality laws (FERPA/HIPAA). Additionally, this position coordinates workshops, professional development trainings, special events, and student orientation activities, supports new staff onboarding tasks (including assisting with search committee scheduling and interview logistics).

• Answer phones, greet clients, schedule appointments, and maintain client and student files
• Oversee daily operations of the office; manage front desk operations and traffic flow
• Provide internal customer service and serve as first point of contact for students, faculty, staff, and visitors
• Schedule client/student visits for counselors and the PMHNP; manage staff schedules
• Utilize and maintain the EMR (Medicat) for scheduling; serve as office superuser for the system
• Provides support with DASH entry and navigation
• Provides administrative and scheduling support to the psychiatric mental health nurse practitioner
• Support group and event planning, including therapeutic materials and student orientation activities
• Take minutes for departmental meetings; general clerical duties

Job Functions

• Process and purchase department supply orders
• Coordinate workshops and professional training for staff, including scheduling training and rooms
• Assist with data entry and record keeping of fees for psychiatric services and maintains departmental account spreadsheets
• Assist with compiling reports and data to support program outcomes and compliance
• Reviews and ensure compliance with the accuracy and completeness of data, documents, and reports
• Assist with new hire onboarding tasks, including supporting leadership with search committee scheduling, correspondence, and candidate interviews
• Support new hire program acclimation and assists with onboarding as directed by leadership
• Process workshop and event registrations
• Coordinate special events and projects
• Coordinate meetings and conference room reservations

Competencies:

• Strong written, oral, and interprofessional communication skills, and attention to detail and organization, excellent customer service capabilities
• Strong computer software and technology skills Microsoft Office; capable of learning new software packages. Ability to prioritize, be a self-starter, and work independently under pressure.
• Knowledge of general office tasks and excellent public relations skills.
• Ability to multi-task and maintain a sense of professionalism and courtesy in high-pressure situations. High ability to learn and use scheduling software, record keeping software, and database computer programs. Basic level of accounting skills for record keeping, psychiatric service fees, data entry, etc. Ability to prioritize, be a self-starter, work independently under pressure and knowledge of general office tasks

Required Qualifications:

High school diploma. Experience in office environment, 1-2 years' experience as front point of contact.

Preferred Qualifications:

Associates degree. Preferred knowledge of FERPA and HIPAA laws and guidelines. Experience with the college community. Preferred experience with EMR and a medical setting; experience working with diverse populations

Work Location

• University of Tennessee – Chattanooga, TN Campus
• This is a fully on-site position

Compensation and Benefits:

• UT Market Range: MR05
• Anticipated hiring salary: $41,000 - $43,000
• Find more information on the UT Market Range structure
• Find more information on UT Benefits