Administrative Assistant, Wellness Commons

Position Overview

• Career Band: NE10
• Full-time, hourly, 12-month position
• Schedule:
  • August–May: 37.5 hours/week (five 7.5-hour days);
  • June–July: 30 hours/week (four 7.5-hour days)

Position Description

• Provide administrative support for the Executive Director of the Wellness Commons, including calendar, budget, and office administration.
• Manage confidential information and communicate this information in a timely and sensitive manner to the appropriate members of the Wellness staff and other University officials, as appropriate.
• Exercise independent judgment in the execution of duties, which involves knowledge of the Wellness Commons’ policies, procedures, administrative units, and programs.
• Manage the Executive Director’s calendar, ensuring synchronization across Google and Point and Click interfaces.
• Serve as the main scheduler for Counseling and Psychological Services. Manage appointments and facilitate check-in for clients, ensuring proper compliance forms are completed.
• Ensure that members of the Wellness Commons staff have up-to-date and appropriate training in HIPAA and FERPA compliance.
• Utilize electronic medical record (EMR) – Point and Click. Use EMR proficiently and provide administrative and professional support in managing confidential medical information.
• Be aware of all University Health Services policies and procedures to be fully cross-trained and fill in at the UHS front desk as needed.
• Serve as main purchaser for the Wellness Commons. Reconcile purchasing card transactions. Process purchase orders and other budgetary duties as assigned.
• Arrange consultations with students and parents regarding reinstatement and withdrawal.
• Act as liaison between supervisor and other university offices, faculty, staff, students, and members of the community, actively cultivating positive relationships with all stakeholder constituencies.
• Manage information flow in a timely and accurate manner.
• Make travel and accommodation arrangements.
• Act as an office manager by managing office supply inventory and ensuring the maintenance of a clean, hospitable, safe, and secure office environment. Organize and maintain the office’s filing system.
• Serve as point of contact for all facility-related issues in the Wellness Commons.
• Assist in the production, formatting, and editing of internal and external communication – memos, emails, presentations, reports, etc.
• Manage the schedules of wellness-related working groups and committees, and take minutes during meetings.
• Screen and direct phone calls and distribute correspondence.

• Student Contact: Frequent.
• Internal: Regular interaction with students, higher-level administrators, and staff and faculty colleagues from departments across campus.
• External: Regular interaction with alumni, parents, students, donors, Trustees and Regents.

Attributes of a Successful Candidate

Education:
Bachelor's Degree required.

• Experience working with electronic medical records.
• Exceptional computer skills, including word processing, spreadsheet, slide deck development & desktop publishing applications.
• Excellent organizational skills.
• Excellent communication skills, both written and verbal.
• Ability to write concisely, persuasively, and clearly.
• Ability to copy and edit for brevity, clarity, and grammar.
• Ability to manage competing priorities.
• Excellent communication skills.
• Ability to work collegially and collaboratively with diverse constituencies and navigate complex interpersonal dynamics.
• Ability to exercise judgment, think critically, maintain objectivity and neutrality, and give feedback appropriately.
• Must be able to maintain and protect confidentiality as appropriate.
• Ability to work either independently or collaboratively as the task and circumstances require.

Supplemental Information

Confidential Information:

This position has access to many types of confidential documents and details, and confidentiality must be preserved where necessary.

Working Environment:

Office

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The University of the South, familiarly known as “Sewanee,” is home to a nationally recognized College of Arts and Sciences and a School of Theology. Sewanee is distinguished by its dedication to cultivate academic excellence, community values, and environmental stewardship that produces informed, self-aware, and participatory citizens for our democracy and servant-leaders for the world. Nestled on 13,000 acres atop Tennessee’s Cumberland Plateau, the University offers both a uniquely beautiful setting and convenient access to nearby cities—Chattanooga, Nashville, and Huntsville. The University is affiliated with the Episcopal Church and seeks to be a place where individuals from a variety of backgrounds and experiences find support, opportunity, and purpose.

Support in the Hiring Process
If you have questions about a position or need assistance filing an application, or if you are a person with a disability and would like to request an accommodation in the application and interview process, please contact Human Resources at 931.598.1381 or hr@sewanee.edu.

Equal Employment Opportunity
The University of the South is an equal-opportunity institution, dedicated to treating all applicants fairly and fostering a welcoming environment for employees and students alike.

University Benefits