Department Assistant I

18 hours ago

Tulsa, United States University of Tulsa Full time

The department assistant reports directly to the Director of Counseling and Psychological Services (CAPS) and is responsible for the day-to-day functions of the CAPS front office while working cooperatively with the other staff at CAPS to achieve goals. Specific responsibilities include: communication with clients requiring strict confidentiality, preparing office correspondence, coordinating schedules for CAPS staff, managing purchasing of supplies and billing to student bursar accounts for services rendered, updating and supporting databases and data entry for CAPS services, and general office responsibilities. The Administrative Assistant must engage all others with a supportive attitude and utilize keen professional judgment.

Essential Functions (Responsibilities):

* Maintains the front desk and professionally communicates and provides assistance to students, faculty, administrators and parents of students via walk-ins, phone, and e-mail
* Maintains strict confidentiality per legal and University requirements
* Serves as a resource person regarding support services, referrals, and general information
* Monitors and responds to e-mail correspondence on behalf of CAPS, and makes referrals to other staff, department, health care providers, or agencies as needed and directed
* Conducts data entry and manages records, data collection, data maintenance and storage of confidential student records in a secure environment, including creation and maintenance of databases, CAPS webpages, CAPS policies and procedures; and preparation of regular reports for the Director
* Prepares requisitions and general ledger reports, makes purchases, arranges travel, and prepares expense reimbursements for the department using Colleague and Concur
* Coordinates schedules and appointments for the CAPS clinical staff, graduate assistants, and trainees
* Coordinates with vendors to obtain support for work requests, office supply, communication, and technology services
* Assists in coordinating coverage and responses for clinical functions during high-traffic times or for emergencies/illness when needed.
* Performs other duties as needed/assigned to support the CAPS Director and clinical staff.

Required Qualifications

MINIMUM QUALIFICATIONS:

* Associates degree or the equivalent, three plus years of progressive and advanced level clerical experience.
* Ability to work independently with minimal supervision, strong organizational and analytical skills.
* Excellent interpersonal, oral and written communication skills; strong skills in the use of Microsoft Office software.
* Ability to work with a diverse group of people located both internally and externally to the institution
* Ability to successfully manage multiple tasks; excellent customer service skills.
* Ability to maintain professional demeanor and calm presence during high stress situations.
* Ability to maintain high level of confidentiality.

Preferred Qualifications

PREFERRED QUALIFICATIONS:

* Bachelor's degree or three plus years of experience in a related field.
* Knowledge of HIPAA, FERPA, and APA guidelines for confidentiality and record keeping.
* Familiarity with Colleague Information System
* University setting experience.

Physical Demands

Alternate sitting, standing or walking as needed; enter text or data into computer by means of a keyboard; type a minimum of 45 wpm. The ability to hear, understand, and distinguish speech and/or other sounds including but not limited to machine alarms.

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