Senior Administrative Assistant

Title:

Senior Administrative Assistant

Division:
Student Affairs

Department:
Counseling and Psychological Services (CAPS)

FLSA Status:
Non-Exempt

Salary Range:
Grade 5: $13.63/hour

EEO Job Group: 5 E6

Position Summary

Provide on-site administrative support to the Counseling and Psychological Services director and clinical staff of the department. Responsible for a wide range of assignments related to the basic administration and business operations of the office. Requires the ability to keep all aspects of the department's work confidential, sensitivity to varying levels of student distress and effective interpersonal communication with students, families and University personnel.

Duties/Responsibilities

* Provide on-site administrative support to the director and other members of the clinical staff as requested. Engage in filing, typing, data entry, scanning, preparation of correspondence and other routine administrative tasks.

* Develop a full understanding of the policies and procedures of Counseling and Psychological Services (CAPS), including but not limited to confidentiality, scheduling appointments, emergency services, counseling and assessment.

* Provide on-site assistance to in-person inquiries from faculty, staff, students, parents, outside agencies and the public regarding services and policies in accordance with established guidelines. Answer telephone calls in a friendly, calm and professional manner. Direct phone calls and visitors to the appropriate person or department when necessary. Provide information needed to meet routine student requests.

* Assist clinical staff with scheduling and rescheduling appointments. Assist clinicians with follow-up as needed.

* Process confidential information at the direction of clinical staff. Follow established protocols to ensure that confidential information is not released without permission.

* Schedule and monitor all CAPS space and resources for staff meetings, group therapy sessions and relaxation room usage, coordinating with other University faculty and staff as necessary.

* Requires sensitivity to the urgency of customer needs to prioritize requests accordingly.

* Assists with the preparation and coordination of on-campus and community outreach events including updating the campus calendar, CAPS website and social media posts.

* Coordinates on-site incoming and outgoing mail distribution; ensuring mail, faxes and other communications are delivered timely and accurately.

* Perform various activities to support the director as the department's Fiscal Agent, including generating and reviewing financial reports; reconciling monthly department credit card billings; creating work orders for director approval; processing department travel vouchers and requisitions, direct pay forms and purchase orders; confirming monthly employee telephone billings; and maintaining office subscriptions and staff memberships.

* Generate reports from the CAPS electronic medical records; enter data into Microsoft Excel (or other programs); and assist personnel with developing charts and graphs.

* Assists with day-to-day facility management issues, including but not limited to, heating, ventilation, air conditioning, plumbing and safety issues. Monitor on-site facility cleanliness, clean areas as needed, and refer any problems to the director.

* Create work orders and Information Technology requests to ensure the continual and smooth operations of the office.

* Order, maintain and distribute office supplies.

* Duties may be shifted due to unforeseen circumstances or in response to major local or national events.

* Ability to adhere to FERPA and HIPAA policies.

* Other duties as assigned.

Required Knowledge and Skills

* High school diploma or GED.

* One to three years of related office experience.

* Must project a positive, professional demeanor with outstanding customer service orientation.

* Effective written and oral communication skills required to receive and respond to inquiries.

* Strong interpersonal communication skills, refined listening ability, discretion, tact and judgment are required in dealing with a range of situations that may involve complex, sensitive and confidential issues.

* Able to maintain confidentiality without exception.

* Experience with computers, word processing, spreadsheets, databases, email, presentation software and the internet.

* Strong accuracy, attention to detail, thoroughness and follow-through in completing tasks.

* Strong time management and organizational skills, with the ability to set priorities and work independently while exercising initiative and strong problem resolution skills.

* Demonstrated ability to remain organized while managing multiple priorities and deadlines.

Preferred Knowledge and Skills

* Associate's degree or college coursework.

Regular Work Hours/Travel Requirements

* Standard work hours are Monday through Friday, 8:00 a.m. until 4:30 p.m.

* Occasional overtime may be required.

* Occasional irregular or extended hours may be required.

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