Administrative Assistant (Part-time) - University Counseling Center

Point Park University; Pittsburgh (Allegheny County); On-site; USD 21,000 - 28,000; Part time

Job summary

Point Park University is seeking an Administrative Assistant (Part-Time) for the University Counseling Center (UCC). You will answer phones, schedule screenings, manage records, and support daily office operations in a fast-paced campus clinic.

The ideal candidate has a high school diploma with business/secretarial coursework, at least one year of related experience, and proficiency with Microsoft Office. Strong communication, organization, and a commitment to HIPAA confidentiality are essential.

Qualifications

• High school education with business/secretarial coursework preferred.
• One year related work experience.
• Typing speed of at least 30 WPM and data entry skills.
• Proficiency with Microsoft Office products.
• Strong communication, customer service and organizational abilities.
• Understanding of patient confidentiality per HIPAA.
• Experience in mental health or medical clinic setting preferred.

Responsibilities

• Answer phones, take messages, screen calls, check voicemails, locate information for inquiries.
• Enter student information into Titanium EMR system and maintain records.
• Respond to student inquiries, provide forms, and schedule screenings.
• Pull files and documents for appointments or director requests.
• Prepare letters, documents and envelopes as needed; maintain calendars.
• Assist with budgetary processes and general office management.
• Support outreach and coordination with other departments as needed.
• Maintain waiting area and manage office supplies and inventory.
• Follow up with students and manage waitlists as directed by the director.
• Coordinate with IT for technical issues and Titanium/VALT services.

Skills

Typing

Communication

Customer service

Organizational skills

Confidentiality

Cultural sensitivity

Mental health clinic experience

Education

High school education with business/secretarial coursework

Tools

Microsoft Office

Job description

POSITION: Administrative Assistant (Part-Time)

DEPARTMENT: University Counseling Center (UCC)

REPORTS TO: UCC Director

HOURS: Monday - Friday: 8:30 am - 2:30 pm; 30-minute lunch break each day (Hours may vary depending on front desk coverage needs)

REQUIREMENTS:

High school education (advanced course work in business or secretarial science or medical office preferred); one year related work experience; minimum 30 WPM typing/data entry skills; competency using Microsoft Office products; effective communication, excellent customer service and organizational skills. Possess an understanding of and adhere to patient confidentially rules based on the Health Insurance Portability and Accountability Act. Experience with and comfortability working with culturally diverse populations. Experience working in a mental health or medical clinic preferred.

PRIMARY FUNCTION:

Maintain order and structure of the UCC. Perform a variety of clerical and data entry functions in support of the UCC. Respond to student requests and inquires, via in person, telephone and emails. Maintain confidential student mental health records.

DUTIES

1. Answer phones, take messages, screen calls, check voicemails, pull student records and locate information pertaining to inquiries.
2. Perform data entry functions for the UCC. Enter student information into Titanium, the UCC's electronic medical record system.
3. Respond to student inquiries, provide forms as requested, and schedule screening appointments.
4. Pull files and documents that need immediate attention, for mental health appointments or otherwise at the request of the UCC Director.
5. Prepare various letters, documents and envelopes as needed.
6. Schedule appointments and maintain calendars as needed.
7. Assist clients with paperwork.
8. Assist UCC Director in maintaining the office's budgetary process.
9. Make copies of student documents and correspondence as needed.
10. File student documents and maintain student and general files.
11. Maintain inventory and order office/programming supplies, as delegated by the UCC Director.
12. Retrieve, sort, distribute, and regularly check departmental mail and deliveries.
13. Follow-up with students at UCC Director's request. Assist UCC Director with maintaining the UCC waitlist.
14. Reach out to IT and follow-up as needed at UCC Director's request for technical issues. Assist Director as needed with contacting Titanium and VALT services.
15. Support crisis walk-ins and follow UCC crisis protocols.
16. Maintain waiting area space.
17. Assist UCC Director with coordinating and setting up outreach programming.
18. Coordinate with other departments based on student and organizational needs.
19. Perform related duties as assigned.