Executive Secretary

University of North Florida Alumni Association • Jacksonville, FL

2d • $18

About The Position

The Executive Secretary position is responsible for the provision of complex and sensitive administrative support and oversight for a highly confidential system of mental health service delivery to the university community. This position’s main responsibility will be to provide direct support to front desk for coverage of client check-in, Counseling Center email, Center phone calls, and internal scheduling system (Titanium). This position includes direct support to the Director and all professional administrative staff (e.g., Associate Director, Assistant Director of Clinical Services and Assistant Director of Training), as well as the Assistant Director, Administrative Services; responsibility for interpreting and implementing internal policies and procedures related to confidentiality and security of client information; and maintenance of a confidential client data base and case file documentation system. This position is also responsible for major complex components of Center operation, including the process of scheduling clients and managing the caseloads of staff, and administrative tasks related to medication management services.

Requirements

• High school diploma and 4+ years of relevant experience.
• Or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219.
• This position requires a background check.
• In conjunction with the University's policy, this position may also require a credit check.
• The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

Responsibilities

• Provide support to the Front Desk for scheduling, phones and walk-in clients.
• Serve as support to Director for any secretarial and administrative needs, which include: Data-gathering for use in presentations and reports Preparation of correspondence, documents, and reports Maintenance of calendar, schedule appointments and meetings Responsible for production of the marketing materials and ordering of supplies/managing inventory Provides administrative support to Assistant Director of Clinical Services for research purposes (e.g., surveys and archival research on retention) Administrative support to Assistant Director of Training Administrative support to Assistant Group and Outreach Coordinators for advertising and promotion of therapeutic group and outreach events Administrative support of medication management services (e.g., calling in prescriptions to pharmacies for medical providers.)
• Provide support to Assistant Director, Administrative Services as backup if needed for travel and P-card purchasing, and other administrative support.
• Collect, retrieve and compile statistical data for Annual Report; help train new staff and interns on use of Titanium and other operational procedures.
• Coordinate catering and logistics for special events.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees