N99532 Administrative Assistant HawkReach Counseling, Tahlequah

Administrative Assistant, HawkReach Counseling, Tahlequah

JOB SUMMARY

This position provides administrative managerial support for assigned university operations.

MAJOR DUTIES

Greets students, clients, and visitors in a courteous and friendly manner. Answers incoming calls for Counseling Services, Student Advocate, and Disability Services in a professional and pleasant manner, supplies information to callers; takes messages; and connects calling parties with appropriate on-campus resources. Directly participates in all scheduling processes, which include but are not limited to: scheduling, rescheduling, cancelling & confirming client appointment times. Makes appointments and manages calendars for all counseling staff. Sends appointment reminders to clients via scheduling software. Oversees the medical records process that includes the proper scanning and filing of client information and releases in the EMR as well as ensuring that authorized requests for medical records are processed appropriately & timely. Maintains a variety of documents and forms for written and EMR use. Organize office operations and procedures. Processes purchase orders; processes purchase card statements Attends meetings and records minutes; prepares agenda and supporting documents Makes travel arrangements for assigned personnel. Researches and prepares a variety of reports as requested. Conducts Student Satisfaction Survey by sending questionnaire and compiling data at the end of each semester. Functions as the primary liaison for all practice needs regarding repairs and maintenance of office equipment including but not limited to telecom devices, computers, copiers, scanners, and fax machines; keeps Director informed of any operational problems, especially when a mechanical problem persists more than 24 hours after notification. Sorts and distributes all incoming/outgoing postal mail in a timely manner. Assists Sr. Disability Coordinator with proctoring exams and scheduling exams. Assist in the onboarding process for new hires, interns, and practicum students. Assists in the management of assigned budgets. Assists with writing and updating policy and procedures. Designs and prepares marketing and promotional materials. Directs the work of student employees as assigned. Ensures an adequate supply of all office and administrative supplies are on hand and reorders as needed; assists the Director, Sr. Disability Coordinator with monitoring and achieving budget guidelines for office expenses. Maintains website and social media accounts. Assists in the coordination of conferences, programs and special events. Maintaining the office condition and arranging necessary repairs for air, doors, electrical, and equipment within the department. Purchases office supplies and supplies for programming events and conferences. Manage negotiations with office vendors and service providers. Coordinate with IT department on all office equipment. Clearly communicates and continuously supports NSU’s Mission, Vision, and Values. Attends meetings and training sessions as required with regard to Counseling Services daily functioning. Performs related duties.