Administrative Assistant HawkReach Counseling, Tahlequah
4 weeks ago
Notice to applicants
It is Northeastern State University's policy that all newly hired employees must provide an original social security card during the hiring process. Failure to provide an original social security card will delay the hiring process and ability to begin employment.JOB SUMMARY
This position provides administrative managerial support for assigned university operations.
MAJOR DUTIES
Greets students, clients, and visitors in a courteous and friendly manner.
Answers incoming calls for Counseling Services, Student Advocate, and Disability Services in a professional and pleasant manner, supplies information to callers; takes messages; and connects calling parties with appropriate on-campus resources.
Directly participates in all scheduling processes, which include but are not limited to: scheduling, rescheduling, cancelling & confirming client appointment times. Makes appointments and manages calendars for all counseling staff.
Sends appointment reminders to clients via scheduling software.
Oversees the medical records process that includes the proper scanning and filing of client information and releases in the EMR as well as ensuring that authorized requests for medical records are processed appropriately & timely.
Maintains a variety of documents and forms for written and EMR use.
Organize office operations and procedures.
Processes purchase orders; processes purchase card statements
Attends meetings and records minutes; prepares agenda and supporting documents
Makes travel arrangements for assigned personnel.
Researches and prepares a variety of reports as requested.
Conducts Student Satisfaction Survey by sending questionnaire and compiling data at the end of each semester.
Functions as the primary liaison for all practice needs regarding repairs and maintenance of office equipment including but not limited to telecom devices, computers, copiers, scanners, and fax machines; keeps Director informed of any operational problems, especially when a mechanical problem persists more than 24 hours after notification.
Sorts and distributes all incoming/outgoing postal mail in a timely manner.
Assists Sr. Disability Coordinator with proctoring exams and scheduling exams.
Assist in the onboarding process for new hires, interns, and practicum students.
Assists in the management of assigned budgets.
Assists with writing and updating policy and procedures.
Designs and prepares marketing and promotional materials.
Directs the work of student employees as assigned.
Ensures an adequate supply of all office and administrative supplies are on hand and reorders as needed; assists the Director, Sr. Disability Coordinator with monitoring and achieving budget guidelines for office expenses.
Maintains website and social media accounts.
Assists in the coordination of conferences, programs and special events.
Maintaining the office condition and arranging necessary repairs for air, doors, electrical, and equipment within the department.
Purchases office supplies and supplies for programming events and conferences.
Manage negotiations with office vendors and service providers.
Coordinate with IT department on all office equipment.
Clearly communicates and continuously supports NSU's Mission, Vision, and Values.
Attends meetings and training sessions as required with regard to Counseling Services daily functioning.
Performs related duties.
KNOWLEDGEREQUIRED BY THE POSITION
Knowledge of university policies and procedures.
Knowledge of modern office practices and procedures.
Knowledge of computers and job-related software programs.
Skill in the provision of customer services.
Skill in oral and written communication.
MINIMUMQUALIFICATIONS
Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with five or more years of experience or an Associate's degree.
Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
Must be capable of maintaining regular attendance.
Annual salary $28,188.00 with excellent benefits, including generous leave time.
Projected hire date12/2/2024
Applications will be accepted until 11/17/2024
NOTE: Posting will close to applicants at ll:59 p.m., CST, on the date above. An application cannot be changed after it has been submitted.
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