Part-Time Office Assistant, Rice Counseling Center

Rice University•Houston, TX

4d•$19 - $20•Hybrid

About The Position

The Rice Counseling Center (RCC) is a diverse team of psychologists, social workers, counselors, and psychiatrists committed to providing professional, compassionate, and individualized care to Rice University undergraduate and graduate students. The Part-Time Office Assistant plays a vital role in the daily operations of the Rice Counseling Center. This position provides administrative, organizational, and front-line support to clinicians, the Clinical Director, and the Executive Director. This role is central to maintaining a welcoming, organized, and confidential environment for students seeking mental health services.

Requirements

High School Diploma
2+ years of experience in a clinical office or administrative setting
In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted
Proficient computer skills and demonstrated experience with office software and email applications
Demonstrated success in follow-through and completing routine tasks
Advanced organizational skills and attention to detail
Advanced verbal and written communication skills
Excellent customer service and interpersonal skills
Ability to prioritize and multi-task in a fast-paced clinical environment
Ability to work from home with a provided computer and phone system
Ability to work independently and as part of a team to meet expected deadlines and schedules

Nice To Haves

Bachelor’s degree
3+ years of experience working in a counseling, healthcare, or higher education setting
Familiarity with electronic health records or scheduling systems
Cultural competence and experience working with diverse student populations
Interest in mental health, student services, or helping professions
Experience working with adolescents or college-aged populations
Prior experience with the electronic health record system, Titanium
Strong customer service skills
Ability to set strong boundaries

Responsibilities

Serves as the administrative main point of contact for the Rice Counseling Center’s (RCC) staff
Provides general information about services and procedures of the RCC, and resources of the university, while maintaining appropriate boundaries for undergraduate and graduate students
Supports the RCC’s clinician and psychiatry staff with appointments, managing their calendars, and resolving calendaring conflicts
Assists in triaging students’ requests for service with the RCC
Manages the RCC’s email, including appointment reminders, clinician assignments, and other official correspondence
Assists with after-hours messages on the emergency line by connecting students to RCC or other campus support resources
Maintains accurate and confidential client records in compliance with university policies and legal regulations (e.g., FERPA, HIPAA, where applicable)
Prepares and organizes paperwork, intake forms, releases, and correspondence in the RCC’s electronic health record system
Supports the RCC’s virtual therapy scheduling, including processing digital paperwork for intakes and consent forms, and organizing virtual appointment links
Assists with prescription management for staff psychiatrists
Supports the Clinical Director with clinician assignments in the electronic health record system
Audits patient records for accuracy, updated consents, and contact information
Processes financial transactions such as expense reconciliations and procurement
Participates in staff meetings, trainings, and quality improvement activities
Assists with office supply management and ordering
Performs other duties as assigned
Maintains up-to-date knowledge of campus and community resources
Assists with audits and produces data on the RCC’s statistics of demographics and appointments as requested by higher Rice administration
Assists with event development and planning, including training and engagement
Provides feedback for policies regarding the management of general operations
Communicates effectively with the Health and Wellbeing administrative team