Department Assistant

Position Objective

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.32 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

• Perform a variety of clerical front‑desk duties in coordination with clinical staff at University Health and Counseling Services. Serve as the department's first contact for greeting, scheduling appointments, telephone calls, messaging and checking in students at University Health and Counseling Service, including maintaining waiting room flow in coordination with clinical staff. Input registration, scheduling and chart modules (where needed) in Electronic Health Record.
  
  Department Assistants will be expected to rotate between all University Health and Counseling Services locations. (40%)
• Provide administrative support for University Health and Counseling Services department directors and executive staff. Prepare and/or contribute to the preparation of routine and non‑routine reports, briefings, presentations, letters and memoranda. Provide routine communication on behalf of the University Health and Counseling Services leadership team. Accept, screen and redirect incoming telephone calls; place outgoing calls. Schedule, plan and execute meetings, events, and engagements (30%)
• Proactively assist patients to minimize patient issues. Using knowledge of the policies and procedures for students in crisis, and in consultation with clinical staff including nurses and counselors, refer students to the appropriate staff member in University Health and Counseling Services. Have a strong working knowledge of University Health and Counseling Services offerings and programs to better assist patients. (10%)

• Provide support for operations and clinical staff members by assisting with various special projects to include data entry, scanning documents into charts, printing and distributing informational materials, participating in outreach events and scheduling meetings. (5%)
• Oversee general administrative operations in assigned locations to include maintaining an organized and clean workspace. Reporting any facility issues to Facilities Management or the Clinic Manager. Keep signage and informational materials up to date. Order supplies as directed by the operations leadership team and other duties as assigned. (5%)
• Serve as the department travel coordinator; maintain a strong understanding of the university policies and procedures. Ensure that all forms are completed correctly and in a timely manner. (5%)
• Perform other duties as assigned. (5%)

Department:
Daily contact with departmental providers, faculty and staff to coordinate workflow and ensure smooth operations.

University:
Frequent contact with Access Services and Facilities for administrative operations of the department.

External:
Frequent contact with parents and community support to exchange information. Frequent contact with vendors to order supplies and repair equipment.

Students:
Daily contact with students, faculty, and staff while providing services to them at University Health and Counseling Services.

This position has no direct supervision of staff employees.

Experience:

3 to 5 years of related experience required.

Education:

High school education required. Associate's degree preferred.

• Accounting and budgeting skills.
• Strong organizational skills and careful attention to detail.
• Strong written and verbal communication skills.
• Ability to work collaboratively and set priorities.
• Tact, professionalism, integrity, reliability, maturity, discretion, and confidentiality are mandatory given the customers and the confidential nature of the data handled by the office.
• Must be very proficient in multiple computer platforms, including EMR​s, Power Point, Excel, and Word.…