Administrative Clerk

Are you a detail-oriented multitasker with a passion for supporting others? Elevate your career by joining our team as an Administrative Clerk for Counseling Services at Pratt Institute. In this role, you'll be instrumental in ensuring the smooth operation of our counseling center, making a meaningful impact on the well-being of our community.

Position Responsibilities:

Front Office Reception

• Greet and screen individuals who request counseling services, ensuring a consistent welcoming environment, coordinating the answering of all phones, email responses

• Respond to in-person, electronic, and phone inquiries from students, parents, faculty and administrators about our services, while maintaining student's confidentiality.

• Based on department protocols and training, assess student needs requesting services and schedule intake appointments, prioritize students to see a counselor immediately who are in need of immediate crisis counseling.

• Refer faculty and staff requests to intervene for a students wellbeing to the director or associate director's immediate attention.

• Under the direction of the ISC Operations Manager, attend cross training for one-stop reception to greet, screen and schedule for all departments in ISC building, based on rotation schedule (tbd). This includes Health, RWW, Student Support/Advocacy and Learning/Access Center.

General Administrative

• Coordinate the daily office operations for the Counseling Center office area which includes organizing and maintaining a welcoming environment, distributing mail, running on-campus errands, making room reservations.

• Process incoming and outgoing mail; photocopy and collate materials for distribution; coordinate departmental time sheets and vacation records; coordinate with facilities as needed.

• Order supplies, track memberships and subscriptions, maintain lease agreements and handle vendor correspondence

• Order office supplies and process and track check requisitions, purchase orders, keeping track of monthly expenses for supplies

• Send emails inviting students to Counseling when indicated and following up on non-responses; reminding students of upcoming first appointments.

• Utilize Electronic Medical Record system to maintain appointment calendars and files for the director and all other Counseling Center staff.

Assistance to Administrative Manager

• As directed by Admin Mgr, compose and upload to student Electronic Medical Record computer memos, letters, confidential reports.

• Assist Admin Mgr in responding to student Pratt Health insurance inquiries and on-line waiving and enrollment. Gather and upload student's non-Pratt health insurance policy for mental health care which includes deductibles, copays, for in-network and out-of-network providers.

• Assist Admin Mgr in maintaining the Counseling database for referrals of in-network and out-of-network mental health providers. Contact providers to gather information about their availability and what insurances they accept; adding new providers to the database.

• Assist Admin Mgr to gather and record Counseling Center's usage statistics. Maintain the record keeping system that tracks wait-times for student's first appointments; gathering statistics of service usage as entered in Electronic Medical Records, and other data as requested.

• As requested by director or associate director, take on responsibilities of Admin Mgr while they are on vacation our out of office, as needed

Events

• Arrange counseling events such as workshops, discussion groups, brown bag lunches, as directed.

• Represent the Counseling Center at Institute events as directed, including Orientation, Parent and family weekend, Admitted Students Day

Education:

• High school diploma or equivalent required; college preferred.

Experience:

• 2-5 years of office experience in a service-oriented health or mental health care setting required.

Salary is competitive and commensurate with experience and qualifications. Salary range is $50,000-60,000. The position will be onsite 5 days/wk.

This is a union-represented LOCAL 153 SECRETARIAL STAFF position.

Generous Benefits:

• Supplemental Retirement Annuity

• Tuition Benefits for Employees and Dependents

• Tuition Program

• Summer hours Exchange

• Flexible Spending Accounts - commuter, medical, dependent care

• Child Care Benefit

• Basic life and AD&D insurance provided by Pratt

• Medical, Dental, and Vision Care Coverage

About Pratt Institute:

Pratt Institute provides the creative leaders of tomorrow the professional knowledge and experience to make a better world. A world-class and internationally ranked college with programs in art, design, architecture, liberal arts and sciences, and information studies, Pratt offers nearly 50 undergraduate and graduate degree programs.

The Institute's impact expands beyond its 25-acre residential campus in Brooklyn to cutting-edge facilities throughout the borough, a landmark building and public gallery in Manhattan, as well as an extension campus, Pratt Munson College of Art and Design in Utica, New York. On Governors Island, Pratt is a core partner on the Stony Brook University team selected to develop the New York Climate Exchange, a research and educational hub poised to establish New York City as the global leader for the most pressing issue of our time: climate change. Another extension of Pratt's campus is the Research Yard, a 20,000-square-foot facility that brings together the research activities of Pratt Institute under one roof in the Brooklyn Navy Yard (BNY).

• Please submit your cover letter and resume.

• If you are selected for an interview, please be prepared to provide at least 5 References via our online reference tool system. At least 2 of your References must be, or have been, your direct managers.