Senior Administrative Associate

University of Southern Indiana • Evansville, IN

6h • Onsite

About The Position

Provide on-site administrative support to the Counseling and Psychological Services director and clinical staff of the department. Responsible for a wide range of assignments related to the basic administration and business operations of the office. Requires the ability to keep all aspects of the department’s work confidential, sensitivity to varying levels of student distress and effective interpersonal communication with students, families and University personnel.

Requirements

• Associate’s degree.
• Three to five years of related office experience.
• Must project a positive, professional demeanor with outstanding customer service orientation.
• Effective written and oral communication skills required to receive and respond to inquiries.
• Strong interpersonal communication skills, refined listening ability, discretion, tact and judgment are required in dealing with a range of situations that may involve complex, sensitive and confidential issues. Able to maintain confidentiality without exception.
• Experience with computers, word processing, spreadsheets, databases, email, presentation software and the internet required.
• Strong accuracy, attention to detail, thoroughness and follow-through in completing tasks.
• Strong time management and organizational skills, with the ability to set priorities and work independently while exercising initiative and strong problem resolution skills.
• Demonstrated ability to remain organized while managing multiple priorities and deadlines.

Nice To Haves

• Bachelor's degree.

Responsibilities

• Provide on-site administrative support to the director and other members of the clinical staff as requested, including initial student triage and coordination of service needs.
• Engage in filing, typing, data entry, scanning, preparation of correspondence and other routine administrative tasks.
• Develop a full understanding of the policies and procedures of Counseling and Psychological Services (CAPS), including but not limited to confidentiality, scheduling appointments, emergency services, counseling and assessment.
• Provide on-site assistance to in-person, phone, or email inquiries from faculty, staff, students, parents, outside agencies and the public regarding services and policies in accordance with established guidelines.
• Answer telephone calls in a friendly, calm and professional manner. Direct phone calls and visitors to the appropriate person or department when necessary. Provide information needed to meet routine student requests.
• Follows appropriate guidelines and protocols to triage and manage urgent safety concerns with in-person, phone or email scenarios.
• Assist clinical staff with scheduling and rescheduling appointments. Assist clinicians with follow-up as needed. Process confidential information at the direction of clinical staff. Follow established protocols to ensure that confidential information is not released without permission.
• Schedule and monitor all CAPS space and resources for staff meetings, group therapy sessions and relaxation room usage, coordinating with other University faculty and staff as necessary. Requires sensitivity to the urgency of customer needs to prioritize requests accordingly.
• Assists with the preparation and coordination of on-campus and community outreach events including updating the campus calendar, CAPS website and social media posts.
• Coordinates on-site incoming and outgoing mail distribution; ensuring mail, faxes and other communications are delivered timely and accurately.
• Assist the Operations and Data Manager to generate reports from the CAPS electronic medical records; enter data into Microsoft Excel (or other programs); and assist personnel with developing charts and graphs.
• Assists with day-to-day facility management issues, including but not limited to, heating, ventilation, air conditioning, plumbing and safety issues. Monitor on-site facility cleanliness, clean areas as needed, and refer any problems to the director. Create work orders and Information Technology requests to ensure the continual and smooth operations of the office.
• Order, maintain and distribute office supplies. Duties may be shifted due to unforeseen circumstances or in response to major local or national events. Ability to adhere to FERPA and HIPAA policies.
• Other duties as assigned.

Benefits

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree