The Administrative Assistant performs a variety of administrative duties to support the functions of the department including: greeting and directing office, email, and telephone traffic, scheduling of appointments, maintaining the department's electronic medical records system (Titanium) and paper files, and stocking of office supplies. As the initial point of contact for ongoing and prospective clients of the Student Counseling Center, the Administrative Assistant also engages in triage, determining the purpose and urgency of calls/visits and appropriate follow-up in a compassionate and caring manner. This position involves the management of sensitive, confidential client information and requires strong knowledge of professional ethics.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following:
- Greet visitors to the Student Counseling Center.
- Serve as an informational resource to faculty, staff, and students.
- Answer and screen incoming calls. Transfer calls to appropriate clinician based on urgency and caller's needs.
- Record, respond to, and follow up with email correspondence in a timely fashion.
- Check-in clients and assist clients with completing initial forms and Titanium documentation.
- Schedule and track client appointments (i.e., session attendance) using Titanium Scheduling System.
- Communicate with Broadlawns Medical Center to coordinate psychiatry-related requests (e.g., preauthorization forms, medication refill requests)
- Maintain physical and electronic client files.
- Compile data and prepare reports on client satisfaction, utilization, etc.
- Perform general office duties such as placing food orders and making room reservations for campus events, tracking supply inventory, coordinating meetings, and copying documents.
- Cultivate positive relationships with departmental staff.
- Participate in and successfully complete all University required training including, but not limited to discrimination/harassment and code of conduct.
- Performs other job-related duties and special projects as assigned.
Qualifications/Education and/or Experience:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.
EDUCATION and/or EXPERIENCE
- Minimum Associates degree, Bachelor's degree preferred.
- Three years of successful administrative support experience required.
- Past experience in a mental health-related setting is desirable.
- Minimum 45 cwpm typing speed required.
- Experience using Titanium Scheduling System or advanced knowledge of using/managing databases.
- Advanced knowledge of Microsoft Office suite and ability to create charts and graphs.
ESSENTIAL SKILLS
- Ability to maintain a strict standard of confidentiality consistent with Iowa mental health law.
- Strong customer service skills; must be professional, tactful, warm, and empathetic when interacting with students, faculty, and staff.
- Ability to work with a high degree of independence.
- Ability to prioritize multiple responsibilities, manage tasks with interruptions, and manage time effectively.
- Strong organizational skills with attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Strong work ethic and ability to take initiative.
- Excellent interpersonal skills and willingness to contribute to a team atmosphere.
- Professional appearance and demeanor.
- Commitment to diversity and inclusivity.
Required Documents:
Cover Letter, Reference Contact Information, Resume
Additional Application Information:
Application submissions accepted through 08/17/2018..
Typing test required at time of on-site interview.
Requirement: 45 cwpm
To apply please click here!
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