Administrative Assistant II

University of Wisconsin Stout • Superior, WI

11d • $18 - $19

About The Position

Working within the University Student Health & Counseling Services (SHCS) and in partnership with the Pruitt Center for Mindfulness and Well-Being, the Administrative Assistant II will provide administrative support for SHCS goals and the Pruitt Center for Mindfulness and Well-Being’s shared goals, under direct supervision. This position works with the Director of Health, Counseling & Well-Being and the Associate Director of SHCS to provide program and staff support, including scheduling client appointments, facilitating communication with external entities, and providing information about SHCS and the Pruitt Center to university departments and the public.

Requirements

• Effective oral and written communication skills
• Knowledge of Electronic Medical Records (EMR) appointment scheduling software.
• Strong interpersonal skills in interacting effectively with students, faculty, and staff.
• Customer service skills to meet the timeframe for special projects.
• Ability to use Microsoft Office Suite to create correspondence, reports, and other documentation.
• Ability to work as a team member of SHCS and with other units in the university system.
• Ability to learn new systems, software, and processes quickly.
• Ability to interact professionally with visitors and students requesting assistance.
• Ability to serve as the first point of contact, maintaining a warm and welcoming environment.
• Minimum of high school diploma or equivalent
• Experience in the use of computer software, including Microsoft Office Suite
• Candidates must be independently, legally authorized to work in the United States at the time of hire and maintain their work authorization without the support or help of UW-Superior throughout employment.

Nice To Haves

• Associate or bachelor’s degree from an accredited institution
• Experience in an education setting
• Experience with mental health and well-being office procedures, including the use of Electronic Medical Records (EMR)

Responsibilities

• Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums
• Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
• Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
• Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
• Acts as the primary receptionist/scheduler for SHCS and Pruitt Center, including counseling crisis/ emergencies.
• Interact with clients in person, by email, and by phone.
• Interacts with other campus departments, hospitals, counseling centers, and parents.
• Maintain strict confidentiality of all student information according to Wisconsin law and Health Insurance Portability and Accountability Act (HIPAA) regulations.
• Responsible for creating, coordinating, and maintaining counselors’ schedules.
• Receives all releases of information, scans them into the system, and sends/faxes them to outside providers.
• Assist in maintaining and adhering to the overall SHCS’s policies and procedure manual.
• Assist with financial systems to support the work of the SHCS and Pruitt Center and preparing and submitting bills from outside contracts.
• Schedules logistics, create promotional materials and secure resources for meetings, conferences, tabling, travel, and work unit operations.
• Send, receive, copy, and distribute communication to the appropriate entities according to established policies and procedures.
• Tracks, stocks, orders, and inventories office supplies to ensure adequate materials are available for workplace operation.
• Support the development and delivery of services that meet the diverse needs of the student population.
• Prepare informational self-help materials and SHCS posters, and screen or review publications, drafts, or rewrites of material and communications.
• Arrange for the distribution of posters, distribution of information materials, digital monitors throughout campus.
• Coordinate notification of other staff if a crisis should occur, following policies established by staff to ensure the situation is handled safely.
• Produce monthly and yearly statistical reports and additional specific reports, as requested by the Director, Associate Director, or University administrators.
• Complete required trainings and professional development as assigned.
• Other duties as assigned.

Benefits

• generous paid time off
• competitively priced health/dental/vision/life insurance
• tax-advantaged savings accounts
• participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees