The Administrative Assistant in the Counseling Center is responsible for managing the daily operations of the Counseling Center office, assisting with outreach and education initiatives, and, at times, assisting Student Health Services.

Responsibilities of the Administrative Assistant include, but are not limited to, the following:
• Manage the daily operations of the Counseling Center office, including such tasks as: answering phone calls and voicemails, managing mail and faxes, appointment scheduling, medical records management, patient registration, meeting preparation and minutes, inventory management, office equipment maintenance, budgets, etc.
• Collaborate with various internal and external constituencies by providing information and supporting relationships pertaining to the Counseling Center.
• Assist with psychological emergencies when appropriate and as directed, including initiating documentation, screening forms, and other paperwork; communicating with Clinician on Duty; contacting Public Safety; etc.
• Oversee electronic medical records ( EMR ), including scanning records as needed, recording all incoming and in-person interactions, processing requests for EMRs, trouble-shooting problems, etc.
• Assist with Counseling and Student Health Services website editing, maintain and update departmental publications, brochures, business cards, posters, name tags, etc, as needed.
• Serve as liaison between the Counseling Center & the Associate Director of Student Health Services, as needed, as well as provide administrative support to the Associate Director of Health Services as needed.
• Assist in planning outreach and education events, including reserving locations, budgeting, obtaining supplies, staffing, etc.
• Create and edit correspondence and other documents as assigned.
• Provide support to the Training Director and Graduate Interns/Practicum Students.

Minimum Qualifications:
• High school diploma and 5 or more years of office/clerical work required, or equivalent combination of education and experience.
• The highest level of confidentiality, sensitivity, communication skills, and professionalism is required at all times in this position, given the sensitive and private nature of this department.
• Knowledge of MAC and PC computers, familiarity with iPads for word processing and College databases, including internet-based systems.
• Knowledge of, and experience with, EMRs and scheduling.
• Strong organizational skills, detail-oriented, and the ability to prioritize responsibilities.
• Excellent people skills and comfort working with a wide variety of people from diverse backgrounds in an accepting, open and non-judgmental way.
• Excellent communication skills, with experience managing crises and managing communication with multiple offices, individuals, and with emergency services.
• Dependable, reliable, and strong ability to multitask.
• Discretion and protection of student/client privacy required, including knowledge of HIPAA and confidentiality guidelines.
• Understanding of and commitment to social justice principles and commitment to the mission and vision of Wheaton College, Wheaton College Student Affairs, and Wheaton College Counseling and Health Services.

Preferred Qualifications:
• Associate's degree preferred.
• Experience working in a mental health or medical setting.
• Experience working with confidential information and online electronic medical record systems.
• Interest in mental health and wellness.

Physical Demands
ADA Statement:
Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement
Wheaton is a private coeducational liberal arts college within easy commuting distance of Boston and Providence. We have nearly 1,700 undergraduates from 40 U.S. States and more than 70 countries. Nearly 23% of our undergraduates are U.S. students of color and 11% are international citizens. Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups.

Posting Date: 10/09/2018
Closing Date:
Open Until Filled Yes
Contact(s):
Office of Human Resources

Contact Phone/Extension: 508-286-8206
Contact Email: hr@wheatoncollege.edu
Contact Fax
Special Instructions to Candidates:

References

Supplemental Questions

Required fields are indicated with an asterisk (*).

Optional & Required Documents
Required Documents

1. Cover Letter
2. Resume

Optional Documents

1. List of References

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