Administrative Assistant (Counseling and Mental Health) (2mo Furlough) - Student Health Engemann Admin - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

About the role

This position will require a 2-Month Furlough throughout the year.

Provides administrative support to management and physicians, including but not limited to, scheduling, coordination of meetings and projects as assigned. This position will be expected to provide a welcoming environment to the team as well as students.

This position will support the team by scheduling appointments, data entry and maintenance of student medical records, making copies, filing, organizing, and creating and distributing educational hand-outs.

In addition, this position will be required to determine whether a student needs a counseling intervention immediately, needs a counseling appointment within 48 hours, or can wait the typical time for an appointment (3-7 days); take the initiative to check with the Director or counselor to verify judgment if needed.

Essential Duties

• Provide an accepting, safe, and nurturing environment for students seeking counseling.
• Give students seeking counseling respect and appropriate warmth and attention without intrusiveness, keeping them within appropriate personal and professional counseling boundaries.
• Keep completely confidential all information about students in counseling including identities and diagnoses.
• When responding to inquiries from parents, faculty, administrators, Resident Advisors, and other students about confidential matters, use tact, good judgment, and discretion in order to keep students’ confidentiality intact and yet accept the person’s need or wish to know.
• Function as an anchor and resource for Counseling Center staff by monitoring students coming for appointments, provide materials they may need and inform them of any crises or concerns.
• Maintain constant alertness, quick thinking, and continual sound judgment.
• Maintain appointment calendars on Point and Click clinical scheduling system. Update Point and Click as necessary for adding new employees, scanning student documents, etc. as well as run reports as requested.
• Assist in scheduling logistical arrangements for outreach programs.
• Perform secretarial and related duties to assist and relieve professional staff. Requires ability to prioritize tasks received from three professional staff, several graduate student interns, several undergraduate interns, student workers, and a consulting psychiatrist, and to communicate diplomatically with each person.
• Arrange meetings for all professional staff as well as conference and travel arrangements.
• Manage all receipts for purchases made on the department credit card and reconcile credit card purchase on a monthly basis.
• Keep the Counselor-On-Call schedule up to date and publish to proper campus contacts.
• Prepare agenda for weekly staff meeting & case conference and take minutes as needed.
• Responsible for coordinating schedules, including arranging meetings and appointments. This includes assisting with the coordination of events as directed.
• Responsible for functioning as liaison between Administrative Team, Administrative Support Staff, Physicians, Department Directors, and Customers assisting with projects.
• Responsible for coordination and tracking of work flow, schedules and projects to ensure work is complete/appropriate, and follow-up is completed in a timely fashion.
• Responsible for using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.
• Performs other duties as assigned.

Required Qualifications

• Req High school or equivalent
• Req 2 years Experience in a clerical/administrative role or front desk/receptionist role
• Req Experience in office work duties such as scheduling appointments, filing, handling referrals and phone calls.
• Req Ability to function in a fast paced and complex environment with an extraordinary ability to remain calm and project a welcoming and supportive presence.
• Req Exceptional communication skills: communicate proactively and with empathy.
• Req Excellent written and communication skills.
• Req Detail oriented with excellent organizational skills.
• Req Computer competency in Word, Excel essential, Datatel and Point and Click (electronic medical record system).

Preferred Qualifications

• Pref Bachelor's degree

Required Licenses/Certifications

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire, and maintained by renewal before expiration date.

Pay and benefits

The hourly rate range for this position is $25.00 – $39.69. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

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