The Administrative Assistant report to the Director of the Office of Counseling/ADA Services and provide general administrative support to staff. Responsible for performing day to day functions necessary to maintain the effectiveness and efficiency of office operations to ensure that the university family receive the counseling and other services available to them. Serve as receptionist by extending exceptional customer service to students and guests, assisting students in completing intake documents and uploading information into student files, and providing general information on campus and community resources. Schedule appointments and coordinate staff and other meetings, maintain calendars, handle the mail, and answer the telephone. Prepare communications, such as memorandums, reports, invoices, emails, and other correspondence. Create and maintain filing systems and data tracking tools through Excel and other data collection resources both electronic and physical. Monitor and control client/student records to ensure confidentiality and compliance with HIPAA regulations. Manage financial accounts and complete bookkeeping functions. Assist with diverse projects and perform other assignments as required.
The minimum level of education for the Administrative Assistant is a high school diploma or equivalency. A Bachelor's degree is preferred with responsible experience performing a variety of administrative and general office work. The successful candidate must be knowledgeable of office practices and procedures with strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook). Must possess effective communication, both verbal and written form, interpersonal relation, independent decision-making, problem-solving, and organizational skills with keen attention to detail. Ability to complete assignments independently with minimum supervision, multitask, manage priorities, meet deadlines, produce high quality of work, function in a cooperative team environment, and use tact and courtesy to interact positively when collaborating with administrators, support personnel, management, and clients/students required. Must be able to deescalate crisis situations in a calm professional manner and maintain strict confidentially when handling communications and sensitive situations.