Position Title: Clinical Administrative Assistant

Supervisor: Clinical and Training Director

Department: Administrative

FLSA Status: Non-exempt

Effective Date: 04/21/2022

Revision Date: 04/21/2022

Position Summary: The Clinical Administrative Assistant is responsible for a variety of administrative and clerical tasks and to provide assistance and support to the Clinical and Training Director. The Clinical Administrative Assistant will demonstrate excellent oral and written communication skills and be able to organize their work using tools, like MS Office and or Google and office equipment. The position will be responsible to help ensure the efficient and smooth day-to-day operation of the Faulk Center for Counseling outpatient mental health facility.

Position Duties/Responsibilities:

• Collecting data and maintaining records for American Psychological Association -Approved psychology internship program.
• Handling requests, feedback, and queries quickly and professionally.
• Maintaining calendars, confirming appointments, and sending reminders.
• Organizing and prioritizing confidential correspondence, memos, emails, phone calls, etc.; determining what information can be answered directly or requires immediate attention of Clinical Director.
• Providing general support to Clinical and Training Director.
• Managing communications to student interns and practicum students.
• Maintaining student intern and practicum student files.
• Answering incoming phone calls in a polite and professional manner and accurately taking messages and directing calls to the appropriate person in the absence or assistance of the receptionist.
• Using various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects.
• Fulfilling record requests as needed by the Clinical staff.
• Handle sensitive information in a confidential manner.
• Develop comprehensive and accurate corporate records, procedures, documents and reports as directed by the Clinical and Training Director.

Supervisory Responsibilities:

n/a

Position Requirements:

• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (especially Excel) with a working knowledge of Google and Zoom.
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.
• Exemplary planning and time management skills.
• Ability to stay calm and on-task in high-stress situations.
• Current in today’s office technology, and computer software including MS Office, Google, and Zoom.
• Ability to multitask and prioritize daily workload.
• High level verbal and written communications skills.

Other Relevant Aspects of Position:

May occasionally require work in excess of scheduled hours.

Essential Job Requirements of Position:

• Must pass Level 2 background screening.
• Must sign an Affidavit of Good Moral Character.
• Minimum of a high school diploma, Bachelors Degree preferred

Qualifications/Skills/Abilities:

• Must be organized, independent, motivated and self-directed.
• Computer literate in Microsoft Word and Excel Spreadsheet and in the use of all office equipment (i.e., multi-line phone system, fax, copier, postage machine).
• Must model effective customer relationship skills in both intake and feedback processes.
• Must have ability to exercise sound judgement, develop and initiate work solutions to obstacles and problem-solving skills and broaden creative thinking.
• Excellent communication skills, both oral and written, with comfort in making calls.

Working Conditions:

• Walks and/or stands 25% of the time and sits the other 75%.
• Works in shared office area with moderate noise level and restricted workspace.
• Works with frequent interruptions.

Position Resources:

• Desktop Computer
• Office Key(s), where applicable
• Alarm Code(s), where applicable

I have fully read and understand the requirements of the aforementioned job description.

I agree that, as a condition of my employment, I will maintain confidentiality regarding all client, student, volunteer records and Faulk Center for Counseling financial and operational issues, which may come to my attention. I also understand that as a condition of my employment, I will avoid all relationships, practices, and/or situations which present a conflict of interest. I understand that this job description is not intended and is not construed as an all-inclusive list of responsibilities, skills, efforts or working conditions associated with this position.

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Supervisor’s Signature Supervisor’s Title Date

Job Type: Full-time

Pay: $16.00 - $19.00 per hour

Benefits:

• 403(b) matching
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Work Location: In person