Admin Assoc/Client Serv Coord

Employer
Middlebury College
Location
Middlebury
Closing date
Jul 21, 2033

Job Details



Admin Assoc/Client Serv Coord
Middlebury College



Posting Number: S01612

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.

Qualifications
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.

Offers of employment are contingent on completion of a background check. Information on our background check policy can be found here: http://go.middlebury.edu/backgroundchecks

To apply, visit https://middlebury.peopleadmin.com/postings/23793

Middlebury is an equal-opportunity employer where diversity, equity, and inclusion are core values. To this end, Middlebury recruits talented and diverse faculty, staff, and students from across the United States and around the world. Middlebury encourages applications from women, people of color, people with disabilities, and members of other protected classes and historically underrepresented communities. Middlebury also invites applications from individuals who demonstrate an ongoing commitment to advancing diversity, equity, and inclusion in the workplace.





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Company

Middlebury is one of the country's top liberal arts colleges. It offers its students a broad curriculum embracing the arts, humanities, literature, foreign languages, social sciences, and natural sciences. Middlebury is an institution with a long-standing international focus, a place where education reflects a sense of looking outward, and a realization that the traditional insularity of the United States is something of the past. We seek to bring to Middlebury those who wish not only to learn about themselves and their own traditions, but also to see beyond the bounds of class, culture, region, or nation. Indeed, the central purpose of a Middlebury education is precisely to transcend oneself and one's own concerns. This transcendence may come for some through the study of other cultures; for some through the study of the environment; for others it will come through inquiry into such fields as physics or philosophy, mathematics or music.

Middlebury's undergraduate college is enriched by its other programs. Every summer, the main campus in Vermont is transformed into an institution single-mindedly devoted to the study of nine foreign languages and cultures, and the use of English is virtually banned for the participants, among whom are many Middlebury undergraduates. In the Green Mountains lies Middlebury's Bread Loaf campus, where for six weeks each summer the Bread Loaf School of English is in session. This is followed by the Bread Loaf Writers' Conference, which brings together 200 authors and aspiring authors for 11 days of intensive exchange about the art of writing. The Bread Loaf School of English is in session each summer not only in Middlebury but also at Lincoln College, Oxford, in the United Kingdom; at St. John's College in Santa Fe, New Mexico; and at the University of North Carolina at Asheville.

There is also an overseas dimension to Middlebury College. The C.V. Starr-Middlebury Schools Abroad are located in Belo Horizonte, Berlin, Bordeaux, Buenos Aires, Concepción, Córdoba, Ferrara, Florence, Getafe, Guadalajara, Hangzhou, Irkutsk, La Serena, Logroño, Madrid, Mainz, Montevideo, Moscow, Niterói, Paris, Poitiers, Santiago, Temuco, Tucumán, Valdivia, Valparaíso, Xalapa, and Yaroslavl. These schools enroll more than 300 undergraduate and graduate students who seek to further their foreign language skills and immerse themselves as fully as possible in the host culture through academic study as well as direct experience.

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