Administrative Assistant II, Part-Time

Molloy College•Village of Rockville Centre, NY

4d•Hybrid

About The Position

This position supports the administrative, public and student facing operations of the Speech, Language and Hearing Center. It is a part-time staff position working 28 hours per week, 52 weeks per year. The role requires primarily on-site work with limited remote flexibility. The FLSA status is Non-Exempt, Hourly.

Requirements

Some College
1 to 3 years of work related experience
Microsoft Office (Outlook, Word, PowerPoint, Excel)

Responsibilities

Maintains day-to-day functioning of SLHC and assists with functioning of Hearing Aid dispensary.
Opens SLHC for students to ensure timely preparation for clinical activities and performs day-to-day client and student facing responsibilities.
Serves as the first point of contact for all clients and their caregivers, as well as for student clinicians and faculty clinical educators.
Manages office correspondence, including postal mail and email communications, and appropriately directs phone calls.
Maintains appropriate interpersonal relationships with students, faculty, staff, peers, and clients while ensuring the confidentiality of faculty, student, and staff records.
Maintains client files, both electronic and paper.
Records attendance and payment records electronically using excel spreadsheets.
Generates invoices and collects all payments.
Communicates with clients, clinicians, the clinic director, and clinical educators via telephone and email to schedule and confirm appointments and communicate cancellations.
Ensures compliance with all HIPAA and FERPA regulations.
Delivers all monies received at the Speech Center to the Bursar office on campus in a timely manner.
Assists in creating the clinic schedule for the semester on ClinicNote and Microsoft Word.
Assigns all treatment rooms for the clients.
Posts a schedule for clinicians and clinical educators.
Sets up the cameras to record the weekly sessions for the entire semester.
Troubleshoots the camera system and assists students with accessing the recorded sessions.
Orders all supplies for the office, treatment rooms, and testing materials.
Communicates with vendors, building managers, and landlords to resolve any issues that arise.
Ensures invoices are paid.
Supervises work-study student(s), assigning tasks and following up to ensure tasks are completed in the absence of the director.
Arranges room reservations, set-up, breakdown and media requests as needed.
Prepares and facilitates processing and compliance of affiliation agreements between Molloy University and various external sites such as hospitals, nursing homes, schools, and rehab centers.
Ensures contracts are valid, obtains all signatures and tracks all expiration dates.
Creates renewal contracts and monitors and records all expiration dates on Calipso.