Administrative Assistant; Counseling and Mental Health; Furlough - Student Health Engeman

This position requires a 2‑month furlough throughout the year. Provides administrative support to management and physicians, including scheduling, coordination of meetings and projects as assigned. The role includes creating a welcoming environment for the team and students, scheduling appointments, data entry and maintenance of student medical records, making copies, filing, organizing, and creating and distributing educational hand‑outs. The position also assesses whether a student requires immediate counseling intervention, a counseling appointment within 48 hours, or can wait the typical 3‑7 day period;

it takes initiative to verify judgment with the Director or counselor if needed.

• Provide an accepting, safe, and nurturing environment for students seeking counseling.
• Give students seeking counseling respect and appropriate warmth and attention without intrusiveness, keeping them within appropriate personal and professional counseling boundaries.
• Keep completely confidential all information about students in counseling including identities and diagnoses.
• When responding to inquiries from parents, faculty, administrators, Resident Advisors, and other students about confidential matters, use tact, good judgement, and discretion to maintain students’ confidentiality and yet provide necessary information.
• Function as an anchor and resource for Counseling Center staff by monitoring students coming for appointments, providing materials they may need and informing them of any crises or concerns.
• Maintain constant alertness, quick thinking, and continual sound judgement.
• Maintain appointment calendars on Point and Click clinical scheduling system. Update Point and Click as necessary for adding new employees, scanning student documents, and run reports as requested.
• Assist in scheduling logistical arrangements for outreach programs.
• Perform secretarial and related duties to assist and relieve professional staff, prioritizing tasks from three professional staff, several graduate student interns, several undergraduate interns, student workers, and a consulting psychiatrist.
• Arrange meetings for all professional staff as well as conference and travel arrangements.
• Manage all receipts for purchases made on the department credit card and reconcile the credit card purchases on a monthly basis.
• Keep the Counselor‑On‑Call schedule up to date and publish to proper campus contacts.
• Prepare agenda for weekly staff meeting and case conference and take minutes as needed.
• Coordinate schedules, including arranging meetings and appointments, and assist with the coordination of events as directed.
• Act as liaison between Administrative Team, Administrative Support Staff, Physicians, Department Directors, and Customers assisting with projects.
• Coordinate and track workflow, schedules and projects to ensure work is complete and follow‑up is completed in a timely fashion.
• Use sound judgement when complications arise outside the scope of authority, such as the need for deadline extension, and bring these to the attention of the appropriate Administrative Representative(s) in a timely manner.
• Perform other duties as assigned.

• High school or equivalent.
• 2 years experience in a clerical/administrative role or front desk/receptionist role.
• Experience in office work duties such as scheduling appointments, filing, handling referrals and phone calls.
• Ability to function in a fast‑paced and complex environment with an extraordinary ability to remain calm and project a welcoming and supportive presence.
• Exceptional communication skills: communicate proactively and with empathy.
• Excellent written and communication skills.
• Detail‑oriented with excellent organizational skills.
• Computer competency in Word, Excel essential, Datatel and Point and Click (electronic medical record system).

• Bachelor's degree.

• Fire Life Safety Training (LA City). If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date.

The hourly rate range for this position is $25.00 – $39.69.