Administrative Assistant

The University of Tulsa•Tulsa, OK

24d•Onsite

About The Position

This full-time position reports to the Director of the True Blue Neighbors Behavioral Health Clinic. This Person has direct contact with clients and community members, and their primary responsibility is to assist the Clinic Director in the daily operation of the clinic, including administrative tasks, training of students and staff, and managing the clinic’s budget and purchases. In addition to the clinic daily operations, oversees and develops the work study position(s) at the clinic.

Requirements

Excellent customer service skills
Well-developed organizational skills
Proficiency using a PC and Microsoft Office Suite, especially Word, Excel, and Outlook
Ability to work with diverse groups of people, including clients, students, faculty, and community members
Ability to handle a sometimes busy work environment
Ability to maintain a high level of confidentiality
A high school diploma or equivalent
Two to three years secretarial/ administrative experience

Nice To Haves

Fluency in both English and Spanish
Experience with interpretation and translation of documents between English and Spanish
Experience with scheduling systems and/or electronic health records systems.
Experience in a clinical or confidential work environment, including experience keeping records and information about clientele secure and following relevant state and federal laws (e.g., HIPAA).
Experience with budget software and managing purchases.

Responsibilities

Serve as the primary administrative support professional for departmental training clinic.
Answers main phone line, takes messages, checks voicemail and responds to calls, manages reminder calls/texts, coordinates client and staff communication regarding appointments.
Greet clinic clientele and visitors; check in clients for their appointments; provide exceptional customer service to clients, potential clients, and visitors to the clinic.
Provides brief information about the clinic and clinic services to the general public, both in-person and over the phone.
Manages the undergraduate work study student position(s), including the recruitment, training in administrative tasks, work monitoring and delegation.
Monitors and manages several physical and electronic inventories important to clinic functioning.
Develop and maintain effective working relationships with staff, practicum students, and supervisors, and coordinates communication regarding scheduled, rescheduled, cancelled, and missed client appointments with all relevant parties.
Monitors and enters new client information into electronic health records system, scheduling system, and eFax portal.
Assists in the training and monitoring of students in their various roles at TBN-BHC to ensure adherence to clinic policies and client information is kept secured; Manages access to the clinic for all students, staff, and supervisors and assists in their on- and off-boarding.
Assists in developing and organizing clinic administrative records and policies, both in physical and electronic forms (e.g., using Microsoft SharePoint).
Assists the Director in facilities operations, including the development and implementation of new forms and policies.
Assists the Director with the management of clinic expenses and operating budget; completes purchases and manages documentation of clinic purchases using a university ProCard and abiding by university purchasing rules and guidelines.