Administrative Assistant

Position Details

Summary

Operating Title Administrative Assistant Long Classification Title Administrative Assistant III Campus Location Durham Department UNH Psychological & Counseling Services Summary 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.

Acceptable minimum level of education HS or equivalent Acceptable minimum years of experience 3-5 years Additional 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 PS4499FY24 Other 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/60206 Percent Time Information (FTE) .88 Grade 10 EEO 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 Details

Posting Date 03/13/2024 Open Until Filled Yes Closing Date Posting Open to Internal Candidates Only? No Interested Internal Candidates Exist? No Job Category Hourly Staff (Non-Exempt) Appointment Type Regular If TERM position provide projected end date Equipment/Instruments

Computers

VoIP Phone System

Document scanner

Copier/Fax

AV Equipment

Drivers License and Physical Requirements. Please check all items that apply. None applicable

Duties / Responsibilities

Job Duties

Duty/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.

Supplemental Questions