Administrative Assistant, University Counseling Services
About The Position
University Counseling Services (UCS) seeks a compassionate, organized, and service-oriented Administrative Assistant to serve as the primary point of contact for the department and a critical member of the clinical operations team. This position plays an integral role in supporting students’ access to counseling services by providing exceptional customer service, coordinating appointments, supporting clinical operations, and ensuring the confidentiality and integrity of sensitive health information. As the first point of contact and a key member of the University Counseling Services team, the Administrative Assistant welcomes students and visitors, communicates with students, families, authorized contacts, faculty, staff, healthcare providers, and campus partners, and helps ensure students are connected to the appropriate resources in a timely and supportive manner. Working closely with a team of clinicians, this position coordinates appointments, supports clinical workflows, maintains electronic health records, and provides administrative support that contributes to the efficient and effective operation of the department.
Requirements
- High school diploma required.
- One or more years of administrative experience, preferably in a healthcare, counseling, higher education, or similarly confidential environment.
- Experience with electronic health records, scheduling systems, databases, and Microsoft Office/Google Suite applications.
- Excellent organizational, interpersonal, and customer service skills with the ability to manage multiple priorities in a fast-paced environment.
- Demonstrated professionalism, sound judgment, and discretion in handling confidential information and supporting individuals experiencing distress.
- Ability to work independently while collaborating effectively with clinicians and colleagues across the University.
- Knowledge of healthcare confidentiality requirements and best practices is essential.
Responsibilities
- Serve as the reception and scheduling coordinator for University Counseling Services, responding to in-person, telephone, and electronic inquiries with professionalism, empathy, and discretion.
- Welcome and assist students, including those experiencing distress or seeking urgent or emergency services, while coordinating appropriate appointment types and referrals using established protocols.
- Coordinate clinician schedules, explain appointment processes, retrieve voicemail messages, return calls, and route communications appropriately.
- Communicate effectively with students, families, authorized contacts, faculty, staff, healthcare providers, and other campus and community partners.
- Administer electronic clinical questionnaires, upload and access documents within the electronic health record system, and maintain confidential clinical records in accordance with healthcare privacy standards.
- Coordinate office operations, including facilities requests, work orders, departmental supplies, payroll support for part-time staff, and other administrative functions.
- Support departmental outreach initiatives, events, surveys, informational materials, and special projects.
- Foster a welcoming, inclusive, and confidential environment that reflects Boston College’s commitment to cura personalis and student well-being.
- Each staff member in the Division of Student Affairs is expected to support division and university-wide initiatives, staff events, and serve on committees as needed.
- This position offers the opportunity to make a meaningful impact on the student experience by supporting access to essential mental health services while contributing to a collaborative team dedicated to student well-being and success.
Benefits
- Tuition remission for Employees
- Tuition remission for Spouses and Children who meet eligibility requirements
- Generous Medical, Dental, and Vision Insurance
- Low-Cost Life Insurance
- Eligibility for both University-Funded 401k and Employer-Sponsored 403b Retirement Plans
- Paid Holidays Annually
- Generous Sick and Vacation Pay
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
