Administrative Associate

Location
Middlebury
Posted
Jun 30, 2017
Institution Type
Four-Year Institution


Administrative Associate

Middlebury College


Posting Number: S00880

Location: Middlebury Main Campus

Band/Level: OP3

Hiring Minimum: $15.22

Hourly/Salaried: Hourly

Typical hours per two week pay period: 38.75

Brief Position Summary:
Administrative Associate position manages front desk operation offering information about Counseling and at times PCHW (Health Services and Sports Medicine) support, triage crises and must have excellent people and communication skills. Must have experience handling and managing confidential information. Additionally, administrative associate must have operational mastery of Microsoft suite, and be able to attain mastery of of EHR PyraMED, Banner, Hyperion, etc.

Essential Functions:
Offer of employment is contingent upon successful completion of a criminal background check.

Front Desk Operations

  • Greet students and others
  • Schedule appointments; manage clinical staff schedules as directed
  • Answer phone and makes referrals and transfers as appropriate
  • Triage for emergent situations and refer to clinical staff
  • Manage student, staff, or parent questions; refer as needed
  • Provide information about Counseling resources and services
  • Maintain positive and collaborative attitude and takes direction from supervisor
  • Facilitate referrals out to CSAC and other health care providers: paperwork, schedules, and communications tracking and documenting appointments.
  • Administer and maintain exceptional medical needs fund, expenses, spreadsheets in consultation with appropriate staff
  • Check in students for appointments
  • Collect intake forms and any other forms required for referrals
  • Alert clinical staff of check in
  • Communicate information to treating clinicians
  • Maintain waiting area

Office and Clerical

  • Contact students as needed
  • Manage electronic health records for scheduling and referrals
  • Check faxes, voicemail, email (where appropriate), and mail; distribute to appropriate staff
  • Data entry and track account payables and budgets
  • Enter and review P Card information; insure accuracy
  • Review, enter, and manage expense statements, invoices, and files
  • Assist with purchases and requisitions
  • Prepare budget reports
  • Manage websites
  • Scan documents
  • Distribute mail
  • Order supplies
  • Maintain supply of forms and documents
  • Extract data/reports from PyraMED (EHR) and other sources
  • Schedule rooms for staff meetings and trainings
  • Compile staff meeting agendas and minutes
  • Manage accurate and up to date folders of department information, resources
  • Type correspondence, brochures, handouts
  • Print requested material
  • Post office hours, door signs and emails of hours of operation
  • Submit work orders to facilities
  • Train, orient new counseling staff on office and administrative operations

Other Responsibilities

  • Maintain positive and collaborative attitude and be open to learn.
  • Performs other related administrative and clerical responsibilities assigned by supervisor.



General Responsibilities:

  • Administer and maintain exceptional medical needs fund, expenses, spreadsheets in consultation with appropriate staff
  • Performs other related administrative and clerical responsibilities assigned by supervisor.


Education:
  • Some college education, preferably two or four year college degree, with mastery in people skills and familiarity with college counseling, student affairs, and/or health.
  • Demonstrated multicultural competency.


Knowledge:
  • Maintain positive and collaborative attitude and be open to learn.
  • Ability to maintain confidentiality in all aspects of Counseling operations.
  • Excellent interpersonal, communication, and organizational skills required.
  • Must maintain and update knowledge of communication skills, technology, multicultural and social justice informed office practices, ethical and professional skills.
  • Administrative associate must have operational mastery of Microsoft suite, and be able to attain mastery of of EHR PyraMED, Banner, Hyperion, etc.


Experience:
  • At least 3 years’ successful experience in a high pace office environment.
  • Must have experience handling and managing confidential information.


Hire contingent upon successful completion of the following post-offer screening:
Criminal Background Check

Close Date:

Open Until Filled: Yes

Special Instructions to Applicants:
Offer of employment is contingent upon successful completion of a criminal background check.

To apply, visit: https://middlebury.peopleadmin.com/postings/15462

Middlebury is committed to hiring a diverse staff and faculty as we work to foster innovation in our curriculum and to provide a rich and varied educational experience to our increasingly diverse student body. EOE/Minorities/Females/Vet/Disability.

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