Administrative Assistant - Campbell University : Job Details

Position: Administrative Assistant

Department: Counseling Services

Status: Full Time

Position Summary:

The Administrative Assistant is a critical part of the Counseling Services team, performing a variety of complex and confidential administrative duties in support of the department. This person provides a professional, calming presence as they serve as the face of Counseling Services, while maintaining client confidentiality. The Administrative Assistant welcomes students, schedules appointments, assists students with processes, maintains the department budget processes, and coordinates the daily needs of the counseling center. The position requires the ability to multi-task and prioritize compassionate customer service, while using sound judgment to make timely decisions that impact the delivery of clinical services. This position requires flexibility, self-initiative, positivity, support of the team, and compassion for others.

Essential Duties and Responsibilities:

* Reception

* Provide front desk coverage during office hours.

* Greet and assist clients and visitors in the lobby upon arrival at Counseling Services.

* Present and explain electronic paperwork for first-time clients. Receive electronic paperwork from clients who complete forms online via the electronic software.

* Respond to telephone inquiries and address the needs of callers promptly and professionally.

* Provide information on referral sources.

* Often serves as the initial contact (in person and by telephone) in crisis situations with support from other staff.

* Administrative/Clerical

* Support the Director in managing the Counseling Services budget and expenditures. Handle requisitions, receiving reports, order office supplies, and other processes related to the budget.

* Maintain office equipment and software.

* Maintain the Counseling Services webpage.

* Assist Therapists, Interns, Practicum students, and student workers in planning and execution of outreach activities.

* Coordinate department reporting with Director.

* Conduct Student Satisfaction Survey and compile data.

* Manage the therapists' calendars, including scheduling appointments and managing the waitlist.

* Manage client files including data input and tracking form completion.

* Ability to work collaboratively with other campus departments and resources. This position supports larger University events including open house events, new student orientation and matriculation events. Occasional nights and weekends are needed for these larger events.

* Serve on University Committees as assigned and requested.

* Maintain a professional appearance and demeanor at all times.

* Uphold and abide by all Campbell University policies and procedures, including but not limited to; Title IX and FERPA guidelines.

* Other job-related duties, responsibilities and activities may change or be assigned at any time, with or without notice.

Education/Experience:

* Minimum of an associate's degree required or commensurate experience with a bachelor's degree preferred.

* At least 2 years of experience providing administrative support, 5 years of experience is preferred.

* It is preferred that the experience be with a young adult population (age 15 to 29 years of age).

Preferred Qualifications:

Mental Demands:

* Demonstrated ability to ethically handle and maintain confidential information.

* Ability to handle all contacts with students, faculty, staff, and outside constituents with tact and diplomacy.

* High attention to detail.

* Work under pressure of customer demands and multiple interruptions while multi-tasking daily.

Knowledge, Skills, and Abilities:

* Strong skills with basic administrative software (MS Office products) and a willingness to learn new systems. Experience with electronic medical records will be a plus, but specific training will be provided.

* Requires a compassionate and empathetic individual who can work professionally and kindly with students and staff.

* Creative problem solving and strong organizational skills are a must.

* Ability to manage multiple demands in a fast-paced environment.

* Ability to prioritize yet remain flexible to handle emergent tasks and crises as they arise. Utilize de-escalation skills to support students in crisis. Each student situation presented is unique which requires assessment of unprecedented problems and solutions.

* Demonstrate excellence in written and communication skills, and proficiency in interpersonal interactions; ability to respond well to department clientele in person, by telephone, and via mail.

* Follow established procedures to ensure that legal and ethical standards of mental health care and psychology are upheld in the execution of front desk operations, as well as in the handling, maintenance, and storage of student records and documents.

* The position demands honesty, integrity, and the ability to work within the Christian mission of Campbell University