Location: Worcester, MA Category: Staff and Administrators Posted On: Fri Jul 16 2021 Job Description:
The Administrative Assistant (AA) serves as an integral part of our student service in that she/he is usually the first contact with student clients, individuals in crisis, and parents, faculty and staff requesting consultation with the Counseling Center. The AA needs to be comfortable in a mental health treatment environment, able to assist clinicians who are handling crises, and fully aware of laws and regulations regarding confidentiality. In addition, the AA is responsible for clerical duties in a highly confidential office, including answering telephone calls, scheduling appointments, maintaining a variety of records and files, and generating statistics and reports.
Serve as front desk receptionist to greet clients, patients, visitors, etc. for the Counseling Center.
Answer the department phone and assess walk-in clients. Screen calls and walk-in clients to determine the appropriate action/service in accordance with departmental and University procedures.
Assure proper intake and handling of confidential student demographic and medical information and facilitate completion of appropriate paperwork.
Schedule and confirm all counseling appointments.
Perform general administrative duties such as copier/printer maintenance, run departmental-related errands, maintain office supply inventory, route incoming mail, plan department functions, attend departmental staff meetings, and facilitate intra-office communications.
Maintain confidential Counseling Center medical records. Purge all confidential health and counseling records in accordance with the University's record retention policies, departmental practices and state law.
Compile statistical data for use by the Director and aggregate data for use by Clark administration.
Coordinate scheduling and on-going psychiatric care of students with the off-campus psychiatrist.
Oversee office equipment and workspace for Counseling Center staff and psychiatrist. Secure rooms on-campus for outreach events, groups and meetings.
Manage website including posting publicity for events, adding information to already existing pages, and creating new pages for added information as necessary.
Compile and send electronic surveys when appropriate.
Process and track documents such as invoices, payments and requisitions. Track spending and maintain budget integrity.
Assist with special projects as needed.
A high school or associate's degree and at least two years of customer service focused on administrative support experience or the combination of education and experience that enable the performance of all aspects of this position.
Job related experience and skills:
Excellent oral, written and interpersonal communication skills.
Flexibility in handling the unexpected and ability to maintain personal composure to handle challenging situations and crises.
Organizational skills to manage a busy office environment.
Experience and comfort with personal computers and software applications, including MS Office.
Possess the applications of tact, diplomacy, sensitivity, and confidentiality, particularly with medical/health care information.
This is a Full-time position with excellent benefits, which include employee and family tuition benefits, 4 weeks' vacation, generous retirement plan, free use of campus fitness center and many more.
Clark University currently requires all employees and students to be vaccinated against COVID-19 no later than July 15. Exemptions will be made for medical or disability reasons or religious beliefs, and could be made, at the sole discretion of the University, for other well-documented reasons.
Clark University embraces equal opportunity and affirmative action as core values: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.
Founded in 1887, Clark University is a liberal arts-based research university committed toscholarship and inquiry that addresses social and human imperatives on a global basis. It is the place where Robert Goddard invented the modern rocket, where Sigmund Freud delivered his only lectures in the United States, and where current students stake their claim to the Clark motto, “Challenge Convention, Change Our World,” which is the rallying cry that inspires our community every day. Located in Worcester, Massachusetts, Clark University educates its undergraduate and graduate students to be imaginative and contributing citizens of the world, and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. The University’s engages students in such areas as biology, chemistry, economics, geography, psychology, urban education, management, environmental science and policy, Holocaust and genocide studies, and international development and social change. Clark University’s pioneering model of higher education, LEEP (Liberation Education and Effective Practice) compels undergraduate students to thrive in authentic world and workplace settings, and prepares them for lives and careers of consequence.