Description
POSITION OBJECTIVE
Working under general direction, the Department Assistant 2 provides administrative support to University Health and Counseling Services executive staff and department directors. This position will also assume administrative responsibilities in support of clinical services at University Health and Counseling Services in addition to providing exceptional customer service to all students, faculty, staff, and visitors. Assignments may be long term and require the individual to rely on own resources in task accomplishment. Consistent with the values of Case Western Reserve University and University Health and Counseling Services, this position will be expected to contribute to building a welcoming community.
ESSENTIAL FUNCTIONS
Perform a variety of clerical front desk duties, in coordination with clinical staff at University Health and Counseling Services. Serve as the department's first contact for greeting, scheduling appointments, telephone calls, messaging and checking in students at University Health and Counseling Service, including maintaining waiting room flow in coordination with clinical staff. Input registration, scheduling and chart modules (where needed) in Electronic Health Record. Department Assistants will be expected to rotate between all University Health and Counseling Services locations. (40%)
Provide administrative support for University Health and Counseling Services department directors and executive staff. Prepare and/or contribute to the preparation of routine and non-routine reports, briefings, presentations, letters and memoranda. Provide routine communication on behalf of the University Health and Counseling Services leadership team. Accept, screen and redirect incoming telephone calls; place out-going calls. Schedule, plan and execute meetings, events, and engagements (30%)
Proactively assist patients to minimize patient issues. Using knowledge of the policies and procedures for students in crisis, and in consultation with clinical staff including nurses and counselors, refer students to the appropriate staff member in University Health and Counseling Services. Have a strong working knowledge of University Health and Counseling Services offerings and programs to better assist patients. (10%)
NONESSENTIAL FUNCTIONS
Provide support for operations and clinical staff members by assisting with various special projects to include data entry, scanning documents into charts, printing and distributing informational materials, participating in outreach events and scheduling meetings. (5%)
Oversee general administrative operations in assigned locations to include maintaining an organized and clean workspace. Reporting any facility issues to Facilities Management or the Clinic Manager. Keep signage and informational materials up to date. Order supplies as directed by the operations leadership team and other duties as assigned. (5%)
Serve as the department travel coordinator; maintain a strong understanding of the university policies and procedures. Ensure that all forms are completed correctly and in a timely manner. (5%)
Perform other duties as assigned. (5%)
CONTACTS
Department: Daily contact with departmental providers, faculty and staff to coordinate workflow and ensure smooth operations.
University: Frequent contact with Access Services and Facilities for administrative operations of the department.
External: Frequent contact with parents and community support to exchange information. Frequent contact with vendors to order supplies and repair equipment.
Students: Daily contact with students, faculty, and staff while providing services to them at University Health and Counseling Services.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees.
QUALIFICATIONS
Experience: 3 to 5 years of related experience required.
Education: High school education required. Associate's degree preferred.
REQUIRED SKILLS
Accounting and budgeting skills.
Strong organizational skills and careful attention to detail.
Strong written and verbal communication skills.
Ability to work collaboratively and set priorities.
Tact, professionalism, integrity, reliability, maturity, discretion, and confidentiality are mandatory given the customers and the confidential nature of the data handled by the office.
Must be very proficient in multiple computer platforms, including EMR¿s, Power Point, Excel, and Word. Proficient with email, database management and downloading data from internet websites
Must be able to utilize advanced features of spreadsheets, graphics, etc.
Ability to exercise sound judgment and good decision making to plan and accomplish goals.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors and customers face to face.
Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
Ability to work well with clinical staff team members and must be able to adjust quickly and cooperatively to changing clinical needs.
Understanding of the academic environment and student concerns.
WORKING CONDITIONS
Standard Health and Counseling offices in a university campus setting; includes contact with patients presenting for care. University Health and Counseling Services has multiple campus locations. This position will rotate between the locations based on departmental needs. Staff may be required to adjust their assignments, as needed, depending on departmental, divisional and university needs.
Staff are expected to provide services on-site and in-person, with the understanding that there may be aspects of their role and responsibilities that could shift to virtual and/or via hybrid modalities, depending on university requirement, departmental need, public health guidance, and/or at the discretion of the Assistant Vice President of University Health and Counseling Services or their designee.
Requirements
QUALIFICATIONS
Experience: 3 to 5 years of related experience required.
Education: High school education required. Associate's degree preferred.
