Operations Assistant

About the role

The University of Mississippi - fondly referred to as Ole Miss - stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant, inclusive community where every member - student, faculty, and staff - can achieve their fullest potential.

Join the Ole Miss Family - Build Your Legacy Here!

Department: Bessie & Leland Speed Counseling Center

Job Summary

Provides routine administrative support to a department or group of professionals in support of unit goals.

About the role

• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures.
• Tracks, stocks, orders, and inventories office supplies under direct supervision to ensure adequate materials are available for workplace operation.
• Serves as an occasional point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities.

Job Responsibilities

• Serve as the first point of contact for a mental health clinic, providing exceptional customer service while managing multiple administrative responsibilities.
• Schedule clinical appointments for counseling and psychiatric services using the electronic medical records system.
• Assist clients with completing and processing intake and other required paperwork within the electronic medical system.
• Manage client medical record requests, including obtaining records from external providers and transmitting records to other healthcare offices as appropriate.
• Send appointment reminders through email, text messaging, and telephone communication.
• Answer and direct inquiries through a multi-line telephone system, routing complex matters to the appropriate personnel.
• Coordinate meeting logistics and secure necessary resources to support departmental and clinic operations.
• Prepare, distribute, receive, and maintain correspondence and other communications in accordance with established policies and procedures.
• Monitor, order, stock, and maintain office supplies to ensure uninterrupted clinic operations.
• Provide general organizational and clinic information to clients, visitors, and external stakeholders through various communication channels.

Additional information

Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.

Education Qualifications

High School (Required)

Experience: Relevant experience | No Experience Required | Not Required

Compensation

$16.94 - $25.42