University of Southern California

Research university in Los Angeles, CA

Administrative Assistant - Counseling and Mental Health, Student Health Engemann Admin

Administrative SupportUpdated on Nov 13

Full-timeLos Angeles, CA, USA$25 - $39.69 /hrIn-person

About the Job

Requirements

A high school diploma or equivalent is required.
At least two years of experience in a clerical, administrative, front desk, or receptionist role is required.
Experience with office duties such as scheduling appointments, filing, handling referrals, and answering phone calls is required.
Ability to function in a fast-paced, complex environment while remaining calm and providing a welcoming, supportive presence is required.
Ability to communicate proactively and with empathy is required.
Excellent written and verbal communication skills are required.
Strong attention to detail and organizational skills are required.
Computer competency in Word and Excel is required; experience with Datatel and Point and Click, an electronic medical record system, is also required.
Fire Life Safety Training (Los Angeles City) is required; if the candidate does not have a card upon hire, it must be obtained within 30 days and maintained through renewal before expiration.

Responsibilities

Provide administrative support to management and physicians, including scheduling and coordinating meetings and assigned projects.
Create a welcoming environment for the team and students; schedule appointments, enter data, maintain student medical records, make copies, file, organize, and create and distribute educational handouts.
Assess whether students seeking counseling need immediate intervention, an appointment within 48 hours, or a typical appointment within three to seven days, and verify judgment with the Director or a counselor when needed.
Provide students seeking counseling with an accepting, safe, and nurturing environment, showing respect, warmth, and attention while maintaining appropriate personal and professional counseling boundaries.
Maintain the confidentiality of information about students in counseling, including their identities and diagnoses.
Respond to inquiries from parents, faculty, administrators, Resident Advisors, and other students about confidential matters with tact, judgment, and discretion while protecting student confidentiality and acknowledging the inquirer's needs.
Monitor students arriving for appointments, provide materials to Counseling Center staff as needed, and inform them of crises or concerns.
Maintain appointment calendars in the Point and Click clinical scheduling system; update it to add new employees and scan student documents, and run reports as requested.
Assist with logistical arrangements for outreach programs.
Perform secretarial and related duties to support professional staff, prioritizing requests from three professional staff members, graduate and undergraduate student interns, student workers, and a consulting psychiatrist, and communicate diplomatically with them.
Arrange meetings for professional staff and make conference and travel arrangements.
Manage receipts for department credit-card purchases and reconcile credit-card purchases monthly.
Keep the Counselor-On-Call schedule current and publish it to appropriate campus contacts.
Prepare agendas for weekly staff meetings and case conferences, and take minutes as needed.
Coordinate schedules, meetings, appointments, and events as directed.
Liaise among the Administrative Team, Administrative Support Staff, physicians, department directors, and customers while assisting with projects.
Coordinate and track workflow, schedules, and projects to ensure work is complete and appropriate and follow-up occurs in a timely manner.
Use sound judgment when issues arise outside the role's authority, such as a need to extend a deadline, and notify the appropriate Administrative Representative in a timely manner.
Perform other duties as assigned.

Desired Qualifications

A bachelor's degree is preferred.

This position will require a 2-Month Furlough throughout the year.

Provides administrative support to management and physicians, including but not limited to, scheduling, coordination of meetings and projects as assigned. This position will be expected to provide a welcoming environment to the team as well as students. This position will support the team by scheduling appointments, data entry and maintenance of student medical records, making copies, filing, organizing, and creating and distributing educational hand-outs. In addition, this position will be required to determine whether a student needs a counseling intervention immediately, needs a counseling appointment within 48 hours, or can wait the typical time for an appointment (3-7 days); take the initiative to check with the Director or counselor to verify judgment if needed.

Essential Duties

Provide an accepting, safe, and nurturing environment for students seeking counseling.
Give students seeking counseling respect and appropriate warmth and attention without intrusiveness, keeping them within appropriate personal and professional counseling boundaries.
Keep completely confidential all information about students in counseling including identities and diagnoses.
When responding to inquiries from parents, faculty, administrators, Resident Advisors, and other students about confidential matters, use tact, good judgment, and discretion in order to keep students’ confidentiality intact and yet accept the person’s need or wish to know.
Function as an anchor and resource for Counseling Center staff by monitoring students coming for appointments, provide materials they may need and inform them of any crises or concerns.
Maintain constant alertness, quick thinking, and continual sound judgment.
Maintain appointment calendars on Point and Click clinical scheduling system. Update Point and Click as necessary for adding new employees, scanning student documents, etc. as well as run reports as requested.
Assist in scheduling logistical arrangements for outreach programs.
Perform secretarial and related duties to assist and relieve professional staff. Requires ability to prioritize tasks received from three professional staff, several graduate student interns, several undergraduate interns, student workers, and a consulting psychiatrist, and to communicate diplomatically with each person.
Arrange meetings for all professional staff as well as conference and travel arrangements.
Manage all receipts for purchases made on the department credit card and reconcile credit card purchase on a monthly basis.
Keep the Counselor-On-Call schedule up to date and publish to proper campus contacts.
Prepare agenda for weekly staff meeting & case conference and take minutes as needed.
Responsible for coordinating schedules, including arranging meetings and appointments. This includes assisting with the coordination of events as directed.
Responsible for functioning as liaison between Administrative Team, Administrative Support Staff, Physicians, Department Directors, and Customers assisting with projects.
Responsible for coordination and tracking of work flow, schedules and projects to ensure work is complete/appropriate, and follow-up is completed in a timely fashion.
Responsible for using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.
Performs other duties as assigned.

Required Qualifications:

Req High school or equivalent

Req 2 years Experience in a clerical/administrative role or front desk/receptionist role
Req Experience in office work duties such as scheduling appointments, filing, handling referrals and phone calls.

Req Ability to function in a fast paced and complex environment with an extraordinary ability to remain calm and project a welcoming and supportive presence.
Req Exceptional communication skills: communicate proactively and with empathy.
Req Excellent written and communication skills.
Req Detail oriented with excellent organizational skills.
Req Computer competency in Word, Excel essential, Datatel and Point and Click (electronic medical record system).

Preferred Qualifications:

Pref Bachelor's degree

Required Licenses/Certifications:

Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire, and maintained by renewal before expiration date.

The hourly rate range for this position is $25.00 – $39.69. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to theBackground Screening Policy Appendix Dfor specific employment screen implications for the position for which you are applying.

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at [email protected]. Inquiries will be treated as confidential to the extent permitted by law.

If you are a current USC employee, please apply to this USC job posting in Workday by copying and pasting this link into your browser:

https://wd5.myworkday.com/usc/d/inst/1$9925/9925$154868.htmld

About the Company

University of Southern California

Research university in Los Angeles, CA

The University of Southern California is a private research university with academic programs across the arts, sciences, business, engineering, law, health, and other professional fields.

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