Administrative Assistant for Counseling and Health Services

Posting Number:
0601184

Position Title:
Administrative Assistant for Counseling and Health Services

FLSA:
Non-Exempt

Job Type:
Full-Time

Staff Term:
12 Months

Staff Work Schedule (hours/dates):
M-F 8:30-4:30; Some nights and weekends or other Counseling Center crisis response required

Academic Year Schedule (dates):
12 Months/Year

Faculty Term:

Position Type:
Staff

Department:
Counseling and Health Services

Job Summary/Basic Function:
The Administrative Assistant for Counseling and Health Services will serve as the main contact for the Counseling Center, and ancillary support for Health Services. This individual is responsible for executing a large variety of administrative tasks needed to manage the Counseling Center, outreach and education initiatives, and Student Health Services in a fast-paced, diverse and high-performance environment. The Administrative Assistant reports to the Associate Dean for Health and Wellness/Director of Counseling. Given the sensitive and private nature of the services provided in this department, the highest level of confidentiality, communication skills, sensitivity, and professionalism is required at all times in this position.

General Counseling Center Responsibilities:

Manage all daily operations of the Counseling Center office including:
Manage voicemails, all phone calls, in-person and online requests for appointmentsManage all daily tasks such as setting up computer systems, setting up and maintaining iPads and keyboards for student registration and screening formsScanning, documentation, and uploading files into the electronic medical record (EMR)Maintain office availability gridMaintain cleanliness of the center and other tasks, as needed
Work with all areas of the College community and maintain interdepartmental relationships (students, staff, faculty) and external constituencies (parents, outside providers, etc.) by providing information and supporting relationships pertaining to the Counseling Center and Health Services

Assist with all manner of psychological emergencies, when appropriate and as directed, including:
Initiating same-day emergency screening forms and other documentation relevant to emergenciesCommunicating with clinicians regarding screeningsCoordinating all paperwork for Section 12 when initiated, including scanning and faxing documentation to the Emergency Department, contacting Campus Safety for ambulance transport, providing EMTs with documentation, and managing staff and students being moved within the Counseling Center for confidentiality purposesOther duties as needed
Distribute/coordinate incoming and outgoing mail/faxes/scans to Counseling Center staff

Create/edit correspondence and other outreach and advertisement documents for Counseling Center and Health Services staff, as needed, including letters to students/clients

Oversee electronic medical record (EMR)
Manage schedule of Director, Clinicians and TraineesTroubleshoot problemsScan records as neededAssist in administering electronic student-client registration documentation and screening formsRecord all incoming phone and student/faculty/staff/constituent interactions in EMRProcess records requests from clients/students
Assist with Counseling and Student Health Services website editing, departmental publications, brochures, business cards, posters, nametags, etc. as needed

Arrange for meeting space as needed and assist in preparation, organization and delivery of materials for meeting and events

Stock and maintain an accurate inventory of supplies and equipment and manage re-ordering of supplies and equipment

Oversee maintenance of office equipment and physical facility and and submit work order requests, including maintenance of key assignments to Counseling Center staff and trainees

Transcribe and maintain weekly staff meeting minutes in an online document

Provide necessary support to the Training Director regarding the graduate trainees before, during and after the internship at the Counseling Center

General Health Services Responsibilities:

Assist Associate Director of College Health Administration and Associate Dean for Health and Wellness in communication regarding health forms, immunizations, and other required health documentation for Wheaton students

Track submission of required medical documentation and follow up with the students who are out of compliance. Work with the Dean of Students office to put holds on student accounts when out of compliance

Work with the Associate Director of College Health Administration and Associate Dean for Health and Wellness to manage communication with software companies and contracted providers such as GYN care, STI testing, alcohol and drug assessments

Function as facilitator of referral paperwork between the Counseling Center and Health Services

Support Associate Director of College Health Administration and Associate Dean for Health and Wellness with any other administrative task as needed

Outreach and Education Responsibilities:

Assist in managing all aspects of outreach and education events in the Counseling Center and Student Health Services, including reserving locations, attending meetings for events, and helping staff events

Create/prepare budget expense reports for outreach and education events, including researching prices of all manner of supplies and managing the purchasing in a timely nature

Assist in event preparation

Finance Responsibilities

Assist with clerical duties for Counseling Center and Student Health Services department budgets as requested

Ensure compliance with Division of Student Affairs/Finance Office procedures for purchasing

The individual should be well-organized, detail-oriented, and have the ability to prioritize responsibilities. The Administrative Assistant should have excellent people skills and level of comfort working with a wide variety of people from diverse backgrounds in an open, accepting and non-judgmental manner. Excellent communication skills are necessary, with experience managing crises and maintaining communication with multiple offices, individuals and emergency services. The Administrative Assistant should be dependable, reliable, and have a strong ability to multitask. Discretion and protection of student/client privacy is required, including knowledge of HIPAA, FERPA, and confidentiality guidelines. Other duties as assigned.

Minimum Qualifications:
High school diploma or GED with exceptional, proven expertise and skills to accomplish all aspects of this position.

A minimum of 3 years of experience working as an Administrative Assistant in high-traffic, busy offices with diverse clientele and diverse colleagues. Experience within a medical setting or a confidential setting such as a mental health clinic preferred.

Commitment to social justice and diversity, equity and inclusion (DEI)

Experience with Microsoft Office, Google Suite, MAC and PC computer expertise

Preferred Qualifications:
Vocational or technical training, Associate's Degree or Bachelor's Degree preferred. Focus on administration, human services, or medical setting experience.

Multilingual

Experience with electronic medical records

Compensation and Benefits:
To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program.

When determining and establishing hiring rates or recruitment ranges for a position, the College considers a number of factors including the budget for the position, the range of the grade, the external market for the position or similar positions, level and scope of responsibilities, required education, skills and relevant experience as well as internal equity. All salary offers must have the prior approval of the Office of Human Resources.

The hourly rate for this position is $20.00/hour.

Physical Demands:
Some lifting and organizing required. Lifting up to 25-30 lbs intermittently for office supplies and outreach and education programming.

ADA Statement:

Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement:
Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups. Wheaton's core belief is that valuing diversity is pivotal to personal development, intellectual expansion, and societal equity. Our community is united by a shared dedication to equity and access that is essential to providing a transformative education in the Liberal Arts and Sciences.

Posting Date:
02/27/2025

Closing Date:

Open Until Filled:
No

Contact(s):
Office of Human Resources

Contact Phone/Extension:
508-286-8206

Contact Email:

Contact Fax:

Special Instructions to Candidates:
The federal government and the state of Massachusetts have made the decision to end the COVID-19 public health emergency. Effective June 1, 2023, the college will no longer require COVID-19 vaccinations and boosters for members of our community. Rather, we strongly recommend that everyone stay up to date on their vaccinations, including boosters, as recommended by their health care provider. While we will no longer require COVID-19 vaccinations, we strongly encourage members of our campus community to adhere to public health recommendations for vaccination to protect against COVID-19, as well as influenza and other diseases.

References:

Supplemental Questions:

Required fields are indicated with an asterisk (*).

Optional & Required Documents:
Required DocumentsCover LetterList of ReferencesResumeOptional Documents

Equal employment opportunity, including veterans and individuals with disabilities.

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