Administrative Assistant I

1 month ago

University Heights, United States John Carroll University Full time
Posting Details

Position Information

Job Title
Administrative Assistant I

Summary

The Administrative Assistant performs all administrative and clerical support for the department in accordance with established guidelines and procedures. Provides support for the Director, Assistant Director, counselors, clinical trainees, and psychiatry within this office. This is a full-time, 10 month position that will work the months from August through May.

Duties and Responsibilities

Customer Service/Communication
  • Serves as a first line of contact for inquiries, on the phone, via email, and in person
  • Provides customer service and assistance for students, staff, faculty, parents, and outside agencies; includes tracking requests for services, scheduling clients, checking in clients for appointments, responding to questions and concerns, and directing more complex questions or concerns to clinical staff for consultation
  • Maintains strict confidentiality of client information according to state law for the practice of psychological services, including keeping confidential who is a client at the Counseling Center; assists clients in completing documentation online or in person, including explaining Release of Information forms
  • Collaborates with the Director and Graduate Assistant to maintain and update the University Counseling Center website
Administrative Tasks
  • Creates and maintains client records in the electronic medical record system, assists in ensuring documentation is complete for new files and when closing files, follows procedures for records retention and destruction (shredding old paper files annually)
  • Assists Director in providing reports for mid-year and end of year review, tracking utilization of services, presenting concerns, client demographics, etc.
  • Helps coordinate events and campus program, including orientation for trainees and new staff, staff retreats and celebrations, outreach programs and collaborative campus projects
  • Assists with orientation for new trainees each year, including counselors and psychiatry residents; ensures all new staff and trainees have equipment, office space, parking passes, and documentation needed.
  • Maintains efficient office operations by monitoring the functioning of technological equipment and ensuring their proper functioning, working with facilities to maintain clean and comfortable office space, and ordering supplies. Processes monthly purchasing card reports, invoices, check requests. Assists Director in regular budget and expense review. Assists with keeping records for work with current vendors or contracts (for example, hours statements for psychiatry, documentation with after-hours crisis counseling service).
  • Trains the Graduate Assistant and other staff in how to cover the front desk/ reception duties. Supervises GA work at the front desk and assists in evaluation of GA work.
Other duties
  • Participates in campus events or educational opportunities.
  • Develops positive relationships with other campus departments.
  • Other duties as assigned.
Required Qualifications
  • High school diploma or equivalent
  • Microsoft Office (Word, Excel, Access)
  • Good organizational skills and people skills to deal with large number of students, staff, faculty, and parents.
  • Must be adept at multi-tasking
  • Interest in understanding and supporting John Carroll's mission to inspire individuals to excel in learning, leadership, and service in the region and in the world.
Preferred Qualifications
  • Associate or Bachelor degree
  • 1 - 3 years of experience in an office setting or health clinic
  • Experience using Banner software system
  • Experience using an electronic medical record system


Normal Work Location, Hours and Conditions

This position works in person from our campus in University Heights, Ohio. Generally 37.5 hours per week as assigned. This position may require work be performed outside of normal business hours.

Physical Requirements

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other office locations and to verbally communicate to exchange information.

Hours
Full Time

FLSA
Non-Exempt (Hourly)

Compensation & Benefits

Starting salary will be $16.75 - $18.00 per hour, commensurate with qualifications. This position offers a generous Total Rewards package that includes health and dental insurance options, paid vacation, personal, sick, and mission time, holidays, 403 (b) retirement plan, life insurance, and tuition remission benefits for you, your spouse, and children.

About John Carroll University

John Carroll University is a private, coeducational, Jesuit Catholic university, founded in 1886, dedicated to developing people with the knowledge and character to lead and to serve. The University is located in University Heights, Ohio, an attractive residential suburb 10 miles east of downtown Cleveland. Academically, the University consists of the College of Arts and Sciences, the College of Health and the Boler College of Business, which include graduate programs. The University offers more than 70 Academic Programs in the arts, social sciences, natural sciences, and business at the undergraduate level, and in select areas at the master's level.

The University enrolls approximately 2,300 undergraduate students and 500 graduate students and has a student-to-faculty ratio of 13:1. John Carroll University is one of 27 Jesuit universities in the United States and has been listed in U.S. News & World Report magazine's top 10 rankings of Midwest regional universities for more than 30 consecutive years.

Posting Detail Information

Posting Number
AS847P

Open Date

Close Date

Open Until Filled
Yes

Special Instructions Summary

EEO Statement

John Carroll University is an Affirmative Action, Equal Opportunity Employer. The University is committed to diversity in the workplace and strongly encourages applications from women and minorities, veterans and individuals with disabilities.

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