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Admin Assoc/Client Serv Coord

Employer
Middlebury Institute of International Studies at Monterey
Location
Middlebury, VT

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Administrative Jobs
Academic Affairs, International Programs
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Job Details

Posted with Limited Access:

No

Title:

Admin Assoc/Client Serv Coord

Posting Number:

S01612

Full-Time/Part-Time:

Full-time

Typical Hours Per Week:

38.75

Regular, Temporary or Term:

Regular

Benefits Eligible?:

Yes

Hourly/Salaried:

Hourly

Grade:

OP3

Hiring Minimum:

$16.00

Department:

Counseling and Human Relations

Location:

Middlebury, VT Campus

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

Criminal Background Check

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:

<b> Offer is contingent upon successful completion of a criminal background check.</b>
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, Skills and Abilities:

* 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.
Equivalent educational or professional experience will also be considered.

Physical Demands:

Appropriate for office work and college campus activities.

Open Until Filled:

No

Special Instructions to Applicants:

<b> Offer is contingent upon successful completion of a criminal background check.</b>

Organization

Working at Middlebury Institute of International Studies at Monterey

Middlebury Institute of International Studies at Monterey, a graduate school of Middlebury College, provides international professional education in areas of critical importance to a rapidly changing global community, including international policy and management, translation and interpretation, language teaching, sustainable development, and non-proliferation. We prepare students from all over the world to make a meaningful impact in their chosen fields through degree programs characterized by immersive and collaborative learning, and opportunities to acquire and apply practical professional skills. Our students are emerging leaders capable of bridging cultural, organizational, and language divides to produce sustainable, equitable solutions to a variety of global challenges.

In 2010, the Institute became a graduate school of Middlebury College. Middlebury is known worldwide for its leadership in undergraduate language instruction and international studies, and features both summer language immersion programs and Schools Abroad in 16 countries and 37 cities around the globe. Middlebury is also home to the oldest environmental studies program in the nation.

Monterey and Middlebury share much more than a common interest in cross-cultural communication and the environment, though—we share a commitment to making a difference in the world, and are building a truly global network of programs for future leaders in areas from translation and interpretation to environmental policy, economic development to language education, conflict resolution to sustainable business.

Middlebury Institute of International Studies at Monterey offers graduate programs that prepare innovative professionals to provide leadership in cross-cultural, multilingual environments. Practical skills, collaborative processes, and innovative approaches are defining features of a Monterey Institute education. The Institute’s unique "Monterey Way" learning model ensures that students are learning through firsthand experiences in more than one language. Middlebury Institute of International Studies at Monterey learners are problem solvers and process masters, building sustainable, equitable solutions for a global community through our interdisciplinary blend of business, policy, and language.

 

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