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Administrative Assistant
Job Description
Operating Title
Administrative AssistantLong Classification Title
Administrative Assistant IIICampus Location
DurhamDepartment
UNH Psychological & Counseling ServicesSummary of Position
Serves as primary point of contact for the office. As receptionist, respond to and routinely interface with clients, parents, and concerned University community members regarding services provided by Psychological and Counseling Services (PACS). Maintains a warm welcoming, professional environment that is inclusive for our student clients and other guests from diverse backgrounds and lived experiences.
This position possesses the ability to work with confidential information in a manner consistent with HIPPA/FERPA, state and ethical standards. This position demonstrates the ability to exercise excellent professionalism, judgement, and confidentiality of student and departmental information.
Utilizes various computer software programs such as Microsoft Office 365 Suite, and works proficiently with internet and email to perform various office functions. Maintains and updates information from PACS electronic client database. Maintains multiple appointment calendars within client database/appointment scheduling software. Schedules appointments exercising judgement concerning emergencies and priorities. Guides new and returning clients through intake process. Daily data entry and file creation for intake clients. General document scanning/filing duties.
Provides administrative support to the Associate Director Clinical Services and the Office Manager as needed. This position may assist in the general administrative capacities as required for the clinical staff. Works closely with other administrative staff to ensure timely and effective completion of all support tasks.
This position possesses the ability to work with confidential information in a manner consistent with HIPPA/FERPA, state and ethical standards. This position demonstrates the ability to exercise excellent professionalism, judgement, and confidentiality of student and departmental information.
Utilizes various computer software programs such as Microsoft Office 365 Suite, and works proficiently with internet and email to perform various office functions. Maintains and updates information from PACS electronic client database. Maintains multiple appointment calendars within client database/appointment scheduling software. Schedules appointments exercising judgement concerning emergencies and priorities. Guides new and returning clients through intake process. Daily data entry and file creation for intake clients. General document scanning/filing duties.
Provides administrative support to the Associate Director Clinical Services and the Office Manager as needed. This position may assist in the general administrative capacities as required for the clinical staff. Works closely with other administrative staff to ensure timely and effective completion of all support tasks.
Acceptable minimum level of education
HS or equivalentAcceptable minimum years of experience
3-5 yearsAdditional Job Information
This position is an 88% full-time position which works 10.5 months per year. The position would work each academic year beginning the first week of August through late-June.
Posting Number
PS4499FY24Other minimum qualifications
- Five years of specialized training in higher education, five years of office experience, or any combination thereof.
- Ability to work with confidential information in a manner consistent with HIPPA/FERPA, state ethical standards.
- Ability to exercise excellent professionalism, judgement and confidentiality of student and departmental information.
- Demonstrated proficiency in customer service and managing challenging interpersonal situations.
- Demonstrated proficiency in working with computers, electronic equipment, technology, software applications especially Microsoft Word, Excel and Outlook.
- Ability to analyze data and demonstrate a resourcefulness in acquiring information for inquiries and requests.
- Possess excellent interpersonal, oral, and written communication skills.
- Ability to understand perspectives and experiences of multiple cultural and social identities.
- Ability to work collaboratively as a positive team member, and establish a friendly welcoming, inclusive and cooperative work environment.
- Demonstrated experience working with individuals with diverse identities.
Additional Preferred Qualifications
- Associate degree
- Experience with a mental health or health services agency
- Experience with electronic medical records
- Experience with travel arrangements, scheduling/coordinating meetings and preparing agendas.
Salary Information
Salary is complemented by a comprehensive benefits package which includes medical, dental, retirement, tuition, and paid time off.
Quicklink for Posting
https://jobs.usnh.edu/postings/60206Percent Time Information (FTE)
.88Grade
10EEO Statement
The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.
Institution Information
The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.
The UNH Diversity Resource Guide with information and programming available in the seacoast area, New Hampshire, and the region can be found here: https://www.unh.edu/hr/diversity-resource-guide
Posting Date
03/13/2024Open Until Filled
YesPosting Open to Internal Candidates Only?
NoInterested Internal Candidates Exist?
NoJob Category
Hourly Staff (Non-Exempt)Appointment Type
RegularEquipment/Instruments
Computers
VoIP Phone System
Document scanner
Copier/Fax
AV Equipment
VoIP Phone System
Document scanner
Copier/Fax
AV Equipment
Drivers License and Physical Requirements. Please check all items that apply.
None applicableDuty/Responsibility
Primary point of contact for PACS. Receptionist responsibilities include greeting clients, answering a multiline call-center phone system (VoIP), transferring calls, scheduling appointments, checking clients in for appointments, and following PACS procedures for handling emergencies that are received in person or via the telephone. Communicates sensitive information about services to students, staff, faculty, parents, and various professional and public constituencies while maintaining strict confidentiality of our clients and records. Requires knowledge of clinical protocols as well as the ability to respond within appropriate limits to people who may be distressed or agitated.
Duty/Responsibility
Annual update of Policy and Procedure manual. Create and update clinical forms. Process requests for records. Complete special projects as assigned by the Associate Director Clinical Services.
Duty/Responsibility
Manage requests for outreach submitted via the PACS email account. Complete special projects as requested by the Associate Director Clinical Services and the Office Manager.
Duty/Responsibility
Document scanning, copying, faxing, email, and mail distribution. Keep waiting area, meeting rooms, staff room, and file room clean and organized. Assist with management of office supplies, making conference and travel arrangements, making requests to Facilities for maintenance needs, and other administrative duties as assigned.
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