Administrative Assistant

The University of Tulsa; Tulsa (OK); On-site; USD 32,000 - 42,000; Full time

Job summary

The University of Tulsa is seeking a full-time administrative support professional for the True Blue Neighbors Behavioral Health Clinic. You will assist the Clinic Director with daily operations, including scheduling, training of students and staff, and managing the clinic budget and purchasing.

This role also oversees the work-study program at the clinic and coordinates communications with clients and staff.

Qualifications

• Customer service experience and professionalism.
• Strong organizational and multitasking abilities.
• Proficient with Word, Excel, Outlook and general PC use.
• Ability to work with diverse groups including clients and staff.
• Capable of handling a busy work environment while maintaining confidentiality.
• Experience or comfort with clinic budget and purchasing basics.

Responsibilities

• Provide primary administrative support for the departmental training clinic.
• Answer main phone line, manage messages, reminders, and scheduling communications.
• Greet clients and visitors; check in appointments and deliver customer service.
• Oversee undergraduate work-study positions and recruit/train students.
• Monitor inventories and manage physical/electronic records for clinic operations.
• Develop relationships with staff and supervisors; coordinate appointment communications.
• Enter new client information into EHR and scheduling systems; assist with onboarding.
• Assist in training students on clinic policies and information security.
• Develop and organize clinic records and policies, including SharePoint usage.
• Support facilities operations and implement new forms/policies.
• Assist in budget management and purchasing, documenting purchases per university rules.

Skills

Excellent customer service

Organizational skills

Microsoft Office proficiency

Communication with diverse groups

Ability to work in busy environment

Confidentiality

Education

High school diploma or equivalent

2–3 years secretarial/administrative experience

Job description

JOB SUMMARY

This full-time position reports to the Director of the True Blue Neighbors Behavioral Health Clinic. This Person has direct contact with clients and community members, and their primary responsibility is to assist the Clinic Director in the daily operation of the clinic, including administrative tasks, training of students and staff, and managing the clinic’s budget and purchases. In addition to the clinic daily operations, oversees and develops the work study position(s) at the clinic.

ESSENTIAL FUNCTIONS (RESPONSIBILITIES)

• Serve as the primary administrative support professional for departmental training clinic. Answers main phone line, takes messages, checks voicemail and responds to calls, manages reminder calls/texts, coordinates client and staff communication regarding appointments.


• Greet clinic clientele and visitors; check in clients for their appointments; provide exceptional customer service to clients, potential clients, and visitors to the clinic.


• Provides brief information about the clinic and clinic services to the general public, both in-person and over the phone.


• Manages the undergraduate work study student position(s), including the recruitment, training in administrative tasks, work monitoring and delegation.


• Monitors and manages several physical and electronic inventories important to clinic functioning.


• Develop and maintain effective working relationships with staff, practicum students, and supervisors, and coordinates communication regarding scheduled, rescheduled, cancelled, and missed client appointments with all relevant parties.


• Monitors and enters new client information into electronic health records system, scheduling system, and eFax portal.


• Assists in the training and monitoring of students in their various roles atTBN-BHCto ensure adherence to clinic policies and client information is kept secured; Manages access to the clinic for all students, staff, and supervisors and assists in their on- and off-boarding.


• Assists in developing and organizing clinic administrative records and policies, both in physical and electronic forms (e.g., using Microsoft SharePoint).


• Assists the Director in facilities operations, including the development and implementation of new forms and policies.


• Assists the Director with the management of clinic expenses and operating budget; completes purchases and manages documentation of clinic purchases using a university ProCard and abiding by university purchasing rules and guidelines.

REQUIRED QUALIFICATIONS

• Excellent customer service skills


• Well-developed organizational skills


• Proficiency using a PC and Microsoft Office Suite, especially Word, Excel, and Outlook


• Ability to work with diverse groups of people, including clients, students, faculty, and community members


• Ability to handle a sometimes busy work environment


• Ability to maintain a high level of confidentiality.

PREFERRED QUALIFICATIONS

• Fluency in both English and Spanish; Experience with interpretation and translation of documents between English and Spanish


• Experience with scheduling systems and/or electronic health records systems.


• Experience in a clinical or confidential work environment, including experience keeping records and information about clientele secure and following relevant state and federal laws (e.g., HIPAA).


• Experience with budget software and managing purchases.

Knowledge/Skill/Ability

• Excellent customer service skills.


• Well-developed organizational skills.


• Proficiency using a PC with a variety of software packages, including Microsoft Word, Excel, and Outlook.


• Strong communication skills, including in-person communication, over the phone, and electronic communication (e.g., email).


• Ability to work with diverse groups of people, including clients, students, faculty, and community members.


• Ability to maintain a high level of confidentiality.


• Proficiency or ability to quickly learn about clinic budget and purchasing guidelines.

Equivalent Education/Experience

• A high school diploma or equivalent


• Two to three years secretarial/ administrative experience

NOTE

The essential job functions and associated qualifications contained in this document describe the general nature and level of the work performed.They are not intended to represent an exhaustive listing or be inclusive of all aspects of the job. The tasks and procedures involved in the performance of the essential job functions may vary from day-to-day. Major changes in areas of responsibility may occur, as directed by management, and will require revision of this job description.