What are the responsibilities and job description for the Administrative Assistant II, Part-Time position at Molloy College?
APPLICATION INSTRUCTIONS:
- Interested applicants should submit the following materials with their application:
- Cover Letter
- Resume
TYPE OF POSITION/EMPLOYMENT CATEGORY: Part-Time Staff
DEPARTMENT: Communication Sciences and Disorders & Speech, Language and Hearing Center
SCHEDULE: Monday - Thursday, 8:30am to 4:30pm
- Occasional off hour events may require attendance with advanced notice.
REMOTE WORK: Primarily on-site required, with limited remote work flexibility based on operational need and supervisor approval.
HOURS/WEEK and MONTHS/YEAR: 28 hours/week and 52 weeks/year
FLSA STATUS: Non-Exempt, Hourly
GENERAL PURPOSE
This position supports the administrative, public and student facing operations of the Speech, Language and Hearing Center.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Maintains day-to-day functioning of SLHC and assists with functioning of Hearing Aid dispensary. Opens SLHC for students to ensure timely preparation for clinical activities and performs day-to-day client and student facing responsibilities. First point of contact for all clients and their caregivers as well as for the student (clinicians) and the faculty (clinical educators) who supervise in the clinic. Responsibilities include managing office correspondence, including postal mail and email communications, and appropriately directing phone calls. The position also requires maintaining appropriate interpersonal relationships with students, faculty, staff, peers, and clients while ensuring the confidentiality of faculty, student, and staff records. Additional duties may be assigned as needed.
- Maintains client files, both electronic and paper, records attendance and payment records electronically using excel spreadsheets, generates invoices, and collects all payments. Communicates with clients, clinicians, the clinic director, and clinical educators via telephone and email to schedule and confirm appointments and communicate cancellations. These responsibilities require compliance with all HIPAA and FERPA regulations. Deliver all monies received at the Speech Center to the Bursar office on campus in a timely manner.
- Assists in creating the clinic schedule for the semester on ClinicNote and Microsoft Word. This includes assigning all treatment rooms for the clients, posting a schedule for clinicians and clinical educators, and setting up the cameras to record the weekly sessions for the entire semester. Troubleshooting the camera system and assisting students with accessing the recorded sessions.
- Order all supplies for the office, treatment rooms, and testing materials. Communicates with any vendors, building managers, and landlords at 30 Hempstead to resolve any issues that arise. Make sure invoices are paid.
- Supervises work-study student(s), assigning tasks and following up to ensure tasks are completed in the absence of the director. Arrange room reservations, set-up, breakdown and media requests as needed.
- Prepare and facilitate processing and compliance of affiliation agreements between Molloy University and various external sites such as hospitals, nursing homes, schools, and rehab centers. Ensure contracts are valid, obtain all signatures and track all expiration dates. Create renewal contracts and monitor and record all expiration dates on Calipso.
REQUIRED MINIMUM QUALIFICATIONS
- Some College
- 1 to 3 years of work related experience
- Microsoft Office (Outlook, Word, PowerPoint, Excel)
RESPONSIBILITY FOR PUBLIC CONTACT
- Daily contact requiring courtesy, discretion, and sound judgment.
SALARY INFORMATION
When determining the salary offer for a new employee, Molloy considers several key characteristics such as job knowledge, skills, and experience as well as internal and external equity. The hiring hourly rate for this position is $22.00. This hourly rate represents the University's good faith and reasonable estimate of the range of compensation at the time of posting.
As part of its total compensation package, Molloy University offers an extensive range of benefits and programs for its employees including generous time off and tuition benefits. For further information, please visit Benefits | Molloy University.
AN EQUAL OPPORTUNITY EMPLOYER
Women, minorities, persons with disabilities and veterans are encouraged to apply.
Molloy University does not discriminate on the basis of an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, or military status; in its administration of educational policies, programs or activities; its admissions policies; or in employment practices. Molloy University takes its responsibility seriously to establish an environment in which the dignity and worth of all members of the institutional community are respected. In its effort to provide an optimal learning environment the University seeks the appointment of persons who are highly qualified and whose background is appropriate to fill each vacancy. It is University policy to recruit, employ, retain and promote employees without discrimination regarding sex, race, color, creed, religion, age, marital status, sexual orientation, veteran status, national or ethnic origin or physical disability.
Salary : $22