Administrative Assistant, Frances Smith Community Clinic

Staff

20171052

Full Time

Regular

07/21/2021

Responsible for the day-to-day administrative support of the Frances Smith Center and Marriage and Family Therapy Program. Prepare, input, and maintain class schedules, syllabi, textbooks, program changes, and catalog copy. Generate and track part-time lecturer contract and both part-time and full-time overload contracts.

Support department budgets, process and reconcile purchase requests and reimbursements, assist faculty with student hiring, training and monitor student worker hours and faculty/student travel funds. Serve as point of contact for students, faculty, and visitors; answer phones, greet visitors, and respond to requests for information and assistance. Other duties as assigned

Administrative Support to Frances Smith Center

• Provide support to Clinic Director and maintain calendar. Notify Dean’s Office of clinic events.
• Schedule meetings. Coordinate meeting logistics including invitations, supporting materials, audio-visual equipment, catering, room arrangements, etc.
• Serve as point of contact for students, faculty, and visitors; answer phones, greet visitors, respond to requests for information and assistance, refers individuals to appropriate university offices as needed.
• Support day-to-day needs of the clinic such as maintain reception area, distribute mail, set-up and maintain counseling room schedule, oversee utilization/maintenance/repair of equipment and order supplies.
• Create and maintain graduate student files; collect California Board of Behavioral Sciences paperwork, supervisor contracts, student forms from orientation, student evaluations, create and update Basic Skills Evaluation Device (BSED) and Capstone semester progress reports.
• Create and maintain client files, including photocopy and shredding of appropriate documents.
• Coordinate disposal of client files in accordance with clinic guidelines and strict confidentiality requirements.
• Assist Clinic Director with paperwork audits of client files.
• Maintain an up-to-date file of community services and resources related to the work of the clinic.
• Track and reconcile trainee hours as required for clinical licensure by the California Board of Behavioral Sciences. Update and provide monthly reports of hours to Department Chair, Clinic Director, Supervisors, and students.
• Stay abreast clinical practice standards as prescribed by the California Board of Behavioral Sciences.
• Gather, compile, and prepare data reports from client satisfaction, outcomes studies, supervisor, and student evaluations. Compile Conceptual Skills data for University ALOAR Report. Compile client demographic reports. Provide client satisfaction data and BSED data for Communities of Interest Meeting Presentations. Create and provide clinical supervisor evaluation reports for Department Chair.
• Track clinic budget noting expenditures and shortfalls.
• Process and reconcile purchase requisitions, reimbursements, and non-payment PO’s.
• Provide student hiring and training support. Approve Frances Smith Center student worker weekly hours.
• Provide support to Clinic Director for new trainee orientation.
• Maintain Clinic student network drive and email group. Add/Remove students as needed, grant access permissions.
• Maintain telehealth system including student session videos and equipment. Monitor recording equipment and work with IT regarding technical issues. Label and sort trainee videos from previous day. Provide roleplay videos for MFT 573 students via Google Drive.

• Track budgets including student worker lines, faculty start-up funds, faculty grant budgets and faculty/student travel. Manage student worker hours and faculty travel funds. Maintain faculty and student travel spreadsheet.
• Process and reconcile purchase requisitions, reimbursements, cash advance and non-payment PO’s.
• Track, process and reconcile purchase orders for faculty scholarly grant, private grants, capital, and start-up funds.
• Work collaboratively with Department Chair and Program Coordinator on class schedule, input and maintain class schedule and textbooks.
• Work with Department Chair to maintain core faculty annual teaching load.
• Assist with faculty onboarding and orient new faculty to program/college and university such as prep office, office signage, office supplies, request keycard access, phone set-up, order computer/software, calendar of events, office hours, review syllabus, if assigned lab space assist with set-up.
• Work with Department Chair to update policies and procedures for faculty.
• Upload and track syllabi to university portal.
• Process faculty requests for copies, room assignments, textbooks, and media orders
• Facilitate faculty office moves including facilities, custodial and Telecom work requests.
• Process and reconcile purchase requisitions, reimbursements (including travel), cash advance and non-payment PO’s.
• Ensure department is within fiscal policy and stay abreast of university fiscal policy to ensure department is within compliance.
• Provide PeopleSoft, Campus Solution, MyChapman and 25Live support.
• Provide student hiring and training support.

• Organize/assist in events coordinated by the clinic.
• Coordinate event logistics including promotional materials, AV equipment, catering, room arrangements, calendaring, etc.
• Organize and carry out special projects/events; may include the processing of forms, creation of separate databases, coordination of typed material, design of promotional materials, coordination of ticket sales, room reservations, catering arrangements, final resolution, and attendance at the event.
• Support college events such as Preview Day, Discover Chapman Fall Orientation, Student Research Day, Guest Lecture Forum, Faculty Retreat, Guest Speaker Series, and Commencement
• Perform other duties as assigned.

• Bachelor’s degree or equivalent education or experience related to the duties and responsibilities.
• A minimum of three years related experience in providing administrative support to professional staff.
• Strong communication and interpersonal skills, with the ability to interact with diverse individuals and groups at all organizational levels, both inside and outside of the university.
• Professional telephone and email etiquette.
• Writing skills to prepare clear and concise, grammatically correct business correspondence, strong editing, and proofreading skills.
• Ability to use tact and diplomacy to maintain a high level of confidentiality.
• Strong technical skills to learn and use enterprise systems needed to track budget, maintain class schedules, and process contracts including but not limited to PeopleSoft, Concur, Campus Solution, Canvas, 25Live and PeopleAdmin.
• Ability to comprehend a process and/or procedure and take a given task from beginning to completion.
• Arithmetic and calculation skills to prepare financial forms. Accounting skills with ability to monitor budget and expenses.
• Ability to work effectively as part of a team and collegially with staff, faculty, and administration.
• Ability to use word processing, internet, and electronic mail software, including Microsoft Office Suite.
• Strong technological skills to manage and problem-solving skills for telehealth system via Microsoft Teams and Microsoft OneDrive.
• Ability to make travel and lodging arrangements.
• Working knowledge of university policies and procedures that pertain to the duties of the position.
• Ability to prioritize work duties when faced with interruptions, distraction, and fluctuating workload.
• Ability to exercise good judgment and accomplish tasks in a timely manner.
• Strong organizational skills with the ability to prioritize multiple projects and maintain composure and good attitude when multi-tasking.
• Ability to schedule and coordinate logistics for meetings and events including coordinating catering, room reservations and set-up.
• Strong commitment to service.
• Ability to problem-solve and make decisions that are consistent with, and in support of, department goals/objectives and in accordance with university policy.
• Demonstrated superior time management skills and initiative to plan multiple complex projects, prioritize tasks and meet deadlines accurately.

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