Posting Details

Position Information

Job TitleAdministrative SecretaryPosition Number356540Requisition NumberB06925Position TypeSupport Staff Non ExemptClass Code0109Time-limited throughType of AppointmentFull-TimeFaculty Position Sub-TypeLength of AppointmentInternal Recruitment?NoWorking HoursDepartmentCounseling CenterOrganizationStudent Affairs DivisionStudent AffairsCollegeApproved Hiring Salary Range$20,183.48 to NegotiablePay BasisAnnuallyEOD

In 2018, the University of North Florida (UNF) received the prestigious INSIGHT Into Diversity magazine Higher Education Excellence in Diversity (HEED) Award, the only application-based national award for U.S. colleges and universities that exhibit an outstanding commitment to diversity and inclusion across their campuses. In addition, UNF ranked highest among the 80 HEED institutions and was also recognized as a 2018 Diversity Champion.

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida is an Equal Opportunity Employer and does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who complains of discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of University Regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.

Faculty Initiatives

The University of North Florida promotes the quality and effectiveness of education and strives to maintain the highest standards of academic excellence in all phases of instruction, research/scholarship/creative activity, and service.

General Description / Primary Purpose

This is the primary receptionist position for the Center who maintains the functioning of the front desk area, including greeting visitors/clients; scheduling appointments, maintaining staff calendars; responding to phone calls, documentation of client demographic data; maintaining confidential client records and file information; assisting in client evaluation process; collecting and compiling data for Annual Report, schedules 65% of all client appointments per day for fifteen (15) clinical providers and four (4) interns, using Titanium Scheduling Software system and verifies student eligibility using the Banner records system, and other administrative duties as assigned. The position requires superior customer service and excellent interpersonal skills and the ability to thrive in a high volume, high traffic environment. The person in this position must adhere to the highest ethical standards of confidentiality and sensitivity to students experiencing emotional distress.

Essential Duties

Job Function

(70%) Acts as receptionist for the Counseling Center. Greets clients and visitors; answers telephone and directs calls to appropriate staff. Schedules client appointments for staff and interns, using Titanium Scheduling Software system, responsible for rescheduling cancellations ensuring most urgent cases get seen promptly. Responsible for sometimes difficult scheduling situations to accommodate clients, (e.g., keeping students who are in a conflict with one another so that they are not scheduled on the same day at the Counseling Center or with the same therapist (i.e., avoiding any dual relationships) or helping a client get into a session earlier if there is a cancellation or if their symptoms become exacerbated. Maintains upkeep of schedules for counselors, psychiatrist, nurse practitioners, nutritionist and interning master’s candidates. Facilitates the process of converting to digital files for clients and all staff. Sends out requests for confidential clinical records with the proper release of information forms completed, maintains active medication files.
(15%) Instructs clients on data entry to complete online forms; troubleshoots computer issues involving data entry forms and maintains confidential client files. Contacts all clients waiting for counselor assignments and group therapy. Helps train new support staff, new counseling staff and interning master’s candidates regarding front desk operations.
(5%) Provides backup for calling in prescriptions; verifies prescription information for pharmacists. Fills medication appointment cancellations from wait list. Creates and maintains excel spreadsheet of Medication Management records for students who missed too many appointments and sends out warning letters per providers. Sends out daily text message reminders to student/clients. Maintains Counseling Center bulletin boards with current information and creative advertising; creates various seasonal themes for the bulletin boards. Creates other artwork/advertisements for group counseling and Counseling Center postcards and digital signage slides.

Percentage Of Time Posting Detail Information

Marginal Functions

(8%) Makes copies; prepares reports and mailings; assists in the preparation of publicity and outreach presentation materials; Revitalizes and rewrites psycho-educational and outreach materials for various counselors. Shares responsibility for opening and closing office, including opening and locking all doors and file cabinets. Learning back up duties for Executive Secretary including Medical Withdrawal process and taking meeting notes. (2%) Distributes incoming mail to appropriate staff; Maintains a clean and tidy front desk reception, work room and waiting area; Completes monthly statistics of Counseling Center Assessment of Psychological Symptoms (CCAPS) for Clinical Director; other administrative duties as assigned.

Required Qualifications

High school diploma and two years of experience directly related to the job functions. Directly related college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Faculty Position Required QualificationsDepartmental Requirements

This position requires proficiency in Microsoft Word and Excel; excellent interpersonal skills and ability to maintain confidentiality of client information.

Statement(s) of Understanding Definition

Background Check: This position requires a background check. In conjunction with the University’s policy, this position may also require a credit check.

Responsible Employee: The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator.

Required Licensure or CertificationMachines/Equipment used regularly

(40%) Computer, (40%) Telephone, (15%) Copier, (5%) Fax

Anticipated Start Date08/26/2019Job Posting Date08/02/2019Application Review Date08/09/2019Application DeadlineOpen Until FilledYesPoint of Contact InformationJackie CookHiring OfficialJackie CookLocation if not JacksonvilleSpecial Instructions

Applicants must complete an online application, as well as upload supplemental documents, at www.unfjobs.org in order to be considered for this position. Applicants who do not apply online and/or upload all the required documents will not be considered for this position. Once you submit both your completed application and uploaded documents you will receive a confirmation number. Keep the confirmation number for your records. If you have any questions about this position, please contact Jackie Cook at (904) 620-2602. Initial review of applications will begin on 08/09/2019.

Quicklinkhttp://www.unfjobs.org/postings/11323Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * This internal posting is open to UNF employees only. Are you a current UNF employee?
   • Yes
   • No
2. This position is eligible for veterans' preference under Florida law. For additional information regarding veteran's preference, please review the Florida Department of Veterans' Affairs website by copying and pasting this link into another browser window: http://floridavets.org/benefits-services/veterans-preference/ If you claim veterans' preference, you may be asked for supplemental documentation, such as a DD-214. Do you meet one or more of these criteria, and claim Veterans' Preference?
   • Yes
   • No

Documents Needed to ApplyRequired Documents

1. Resume
2. Cover Letter/Letter of Interest

Optional Documents