Administrative Assistant- Center for Behavioral Health and Accessibility

Southeast Missouri State University•Cape Girardeau, MO

13h•Onsite

About The Position

The Center for Behavioral Health and Accessibility is seeking a full-time Administrative Assistant to provide essential administrative support for counseling services and disability services. This role is crucial for the smooth operation of the office, serving as the initial point of contact for students, faculty, and staff. The position requires handling confidential information in compliance with HIPAA and FERPA, managing various software systems, maintaining databases, and preparing materials for events. The ideal candidate will possess strong organizational, communication, and critical thinking skills, with the ability to manage multiple tasks and remain calm under pressure.

Requirements

High school diploma or GED
Possess critical thinking skills to assist students in crisis situations
Excellent communication, interpersonal, and organizational skills, including the ability to remain calm under pressure
Knowledge of Microsoft Office Word and Excel
Knowledge of email programs
Evidence of the ability to work independently with minimal supervision and as part of a team
Evidence of accuracy in recording information and attention to detail
Ability to interact positively with students, faculty, staff, and the public
Ability to handle sensitive and confidential information
Demonstrated complete administrative skills
Demonstrated ability to handle multiple tasks with frequent interruptions
Demonstrated bookkeeping experience
Excellent organizational and time management skills
Demonstrated experience and understanding of customer service

Responsibilities

Provide administrative support for counseling services and disability services.
Schedule appointments (in-person/virtual) for professional staff (Counseling Services, Disability Services), as well as manage the text message reminder verification process.
Serve as the initial point of contact for the office, including meeting and greeting visitors, answering questions, providing information and resources, assisting in the completion of forms, and answering multiple telephone lines.
Handle confidential and sensitive materials in compliance with HIPAA, FERPA, and university policies. This includes managing confidential files, generating new counseling services, disability services, and annually shredding confidential files.
Maintain counseling wait list as needed.
Manage Titanium Schedule and Accommodate Disability Services Software, and maintain the statistics program.
Maintain and track databases for the statistical database, crisis team reports, and CLERY reports, and upload report incidents to Maxient Software.
Database maintenance and troubleshooting statistics.
Send notifications to faculty, and forward information to the Dean of Students for student absences.
Update the counseling and disability services websites as needed.
Respond to inquiries that require a working knowledge of other offices and their procedures, including the Dean of Student office, Residence Life, the Learning Assistance Programs, Disability Services, the University Police Department, etc.
Process purchase requisitions and interdepartmental transfers, and monitor departmental budgets and expenses.
Prepare materials for events, arrange for facilities and meals, and make travel arrangements.
Compile monthly and annual statistics for yearly Counseling and Disability Services reports.