Administrative Assistant, Dyson Wellness Center

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Employment Status: Staff

Description Of Key Responsibility

• Coordinate day-to-day clerical activities of the Wellness Center office, including greeting persons visiting the Dyson Wellness Center, providing accurate information, assisting in completing relevant electronic and paper forms, procuring needed records, scheduling appointments, directing to other staff members as appropriate, and managing the flow of the office.
• Respond to telephone and in person contacts by responding appropriately to confidential situations to protect client right to privacy, providing accurate and timely information, referring to appropriate personnel, taking messages when needed, and recording all contacts as they occur. There is a supreme need for confidentiality in each situation that is handled in the Wellness Center. Sensitivity to clients’ needs and concerns is paramount.
• Process electronic medical, counseling and advocacy records in a timely manner, maintaining the flow of patients/clients, updating critical components, scanning documents and adding to electronic files.
• Regularly revise/update the website to maintain current and accurate information.
• Support meetings, programming and events by helping to arrange for presenters, book space, schedule, advertise, and room set-up. Coordinate and arrange for staff travel.
• Perform a variety of tasks and projects which support the office operation such as: preparing purchase orders, making copies, scanning and faxing, managing and processing mail preparing training binders, posting medication and laboratory charges to students’ accounts, designing and updating forms, brochures and flyers, calculating statistics, and preparing statistical reports.
• Maintain budget records in the file and on Excel spreadsheet. Track and process all billing for the Center and Center staff.
• Assist in two significant systems – tracking student compliance with mandatory health and safety education as well as immunization records. This includes creating communication to go to students from various campus offices such as admissions and student involvement, communication with the online education company used to update the site and track compliance throughout the year, and follow-up communication via email, postal mail and in-person to encourage compliance. This also includes communication with internal medical staff regarding immunization compliance and need for vaccination, data entry in the College’s system and the DWC system, and support to students through the compliance process.
• Enter data and obtain information on North Central College’s Colleague system understand and obtain CROA and Informer reports and obtain knowledge/training to keep current.
• Enter data and obtain information from the Titanium Schedule software used for counseling, medical and advocacy records and receive training to learn system and keep current.
• Participate in logistical activities such as delivering materials to and picking up materials from the print shop, mailroom, storage areas, and other locations.
• Represent the Dyson Wellness Center at various campus events such as student orientations and fairs. Perform related duties and tasks as appropriately assigned.

Education/Training

An associate’s degree or equivalent work experience is required. Bachelor’s degree

preferred.

Experience

Experience in an office environment that involves frequent contact with outside persons is required. A minimum of two (2) years in an administrative support role required. Experience within an institution of higher education preferred. Excellent computer skills are essential. Medical/Counseling office experience is desirable. Strong experience with Microsoft Office Suite and Excel. Experience with and/or ability to learn quickly: Outlook, Titanium Schedule electronic health records system, Colleague and Maxient (student data management systems).

Licenses Or Certifications

A valid driver’s license and acceptable driving record is preferred.

Position Summary

The primary purpose of the Administrative Assistant is to serve as the main contact for the Dyson Wellness Center, providing calm, sensitive, accurate, and confidential communication with students, staff/faculty, DWC medical, counseling and advocacy staff, graduate assistant and other student workers such as Peer Health Educators. This individual will also provide all administrative support to the Wellness Center office and staff members. The person will oversee the day-to-day clerical support operations for the office. The individual will specialize in management of the College’s health and safety requirements for all new students that includes mandatory immunizations and online prevention education compliance. Work Schedule: Employed for a twelve-month basis with a standard work week of 7:30 am to 4:00 pm with some evening and weekend hours (2,080 hours annually) or as identified in the most recent revisions of the Personnel Policy Guide or as determined by immediate supervisor.

If you have questions about this posting, please contact [email protected]