Job Type: Full time
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If you have no field, type "None."If you have previously applied, make sure your information is current as you can transfer it to another application.Prior to submitting your application, verify all information for accuracy and ensure you have uploaded all appropriate documents.  Once submitted, you will not be able to edit your application other than to change your contact information.If you have any questions or need additional assistance, please contact the Office of Human Resources via email at recruitment@furman.edu or by calling 864-294-3103.Job Title:Administrative AssistantJob Family:Administrative SupportFull-Time/Part-Time:Full timeCompensation Grade:4HPay Type:HourlyDepartment:Counseling CenterJob Summary:Under the supervision of the Director of the Trone Center for Mental Fitness, the Office Manager has general responsibilities for management of the office, coordination of numerous projects and tasks, and serving as the initial point of contact between the Trone Center for Mental Fitness and students, parents, faculty, staff and the public.Job Description:Responsibilities: 1. Administers reception, scheduling and appointment-related data collection for the department. a. Receives telephone and personal inquiries. Informs inquirers as to types of service offered by the Trone Center for Mental Fitness. Screens and refers students appropriately to counselors or to other campus resources. Uses judgment when communicating with students, parents, and university personnel. Must understand principles of confidentiality and must practice within the guidelines and laws governing privileged information. b. Greets clients and maintains an appropriate waiting room atmosphere, balancing needs for privacy, confidentiality and sensitivity to emotional stress often experienced by clients. Must address requests for service with sensitivity and judgment, distinguishing between routine and potentially urgent needs, and maintaining contact with students while communicating with clinical staff when the need may require more immediate attention. c. Schedules daily client appointments and administrative appointments for the Director, four therapists, two psychiatrists, a clinical nutritionist and three clinical interns.  Assists professional staff by managing their appointment schedules to allow for required paperwork and case management responsibilities. Schedules and coordinates arrangements for outreach programs, therapy groups and meetings.  d. Processes intake paperwork and creates an initial file (in an electronic database) for all new clients, including transcript information, identifying data, informed consent statement, and intake forms for therapist use.  e. Processes session data collection from each student client at the outset of each therapy appointment. f. Schedules all follow-up appointments for students as directed by the two consulting psychiatrists and a nutritionist 2. Office management responsibilities:  a. Maintains an accurate and sufficient inventory of supplies and materials on hand and purchases office supplies and materials as needed.  b. Consistent with the Center’s record retention policy, identifies client records that qualify for disposal and arranges for shredding under secure conditions. c. Prepares check requests, travel requests and expense reports, purchase orders, and work orders. Sends/receives faxes as needed. Sorts and distributes mail for the office.  d. Processes payment for professional consultants. Checks statements for accuracy in listing hours worked, compares hours billed to budgeted hours, keeps current records and ensures prompt payment for services rendered. e. Assists the Director in managing the department budget. Processes departmental credit card charges and payments, assigning all charges to the appropriate budget account. Maintains files and records of budget expenditures. Creates and updates spreadsheets to monitor and document expenditures and remaining balances in critical budget account lines. Tracks expenditures on a regular basis, coordinating information from FURI and department records. Provides periodic updates to the Director regarding balances and projected charges to ensure that overall expenses remain within budgeted amounts.  f. Communicates and manages building needs with custodial and facilities services. 3. Manages the Trone Center for Mental Fitness Web Site a. Ensures that the site contains accurate and current information about programs and services, updating it with new information and revising or deleting information that is no longer current. b. In consultation with the Director, manages and updates web resource information regarding mental health issues for students, parents, faculty and staff.  c. In consultation with the Director, develops new web-based interactive tools to maximize the Trone Center for Mental Fitness outreach and contribution to the Furman community in the area of mental health education, prevention, and psychological wellbeing.  4. Annual and special projects:  a. Collects data from the student client and scheduling database, therapist severity data spreadsheets and student session rating spreadsheets, and combines these data into summary spreadsheets, thus assembling the information that comprises the department’s annual report. b. In consultation with the Director, creates a yearly schedule for each professional consultant to maximize service to students within department budget limitations. Coordinates the preparation of annual professional contracts prior to each new school year and ensures that the department receives updated documentation of professional liability coverage for each consultant.  c. Prepares statistical data as requested to support presentations to university personnel regarding mental health issues on campus. d. Creates PowerPoint presentations for outreach programs and presentations to students, faculty and staff. 5. Follows safety procedures. 6. Completes performance review process with supervisor to understand job performance expectations and how they fit into the department and university goals. 7. Performs other duties as assigned. Relationships: Daily contact with members of own work unit and immediate supervisor, students, other department to plan, coordinate, solve problems or present information related to mutual goals. Frequent contact with the public and parents to exchange factual information and explain rules, regulations, and practices. Responsibility for Final Decisions: Responsible for own work. May assist or instruct others doing similar work, including student workers. Tasks involve multiple procedures with interrelated processes and steps. Work involves choosing the appropriate option or procedure to follow and applying the established rules and procedures. Errors are readily detected in the normal course of work by standard check or crosscheck.  Reports To: Director, Trone Center for Mental Fitness. Work is performed independently on routine work, non-routine issues or questions are referred to the supervisor. Education/Skill Requirements: High school diploma and 3 - 5 years’ experience in an office environment, preferably in a healthcare setting.  Associate Degree preferred. Well organized and able to multi-task. Ability to manage confidential information with discretion and integrity. Experience in MS Office Suite, including word processing and spreadsheets required. Experience with an Electronic Medical Record (EMR) system. Sufficient fluency in computer applications to be capable of web site design. Maintenance and creation of PowerPoint presentations.  Ability to communicate effectively with others, both written and verbally. Excellent interpersonal/customer service skills. Work Conditions: Work is performed under usual office conditions. Education Requirements:AssociatesCertification Requirements:Job Posting End Date (if date is blank, posting is open ended):