Operations Assistant

University of Mississippi; Mississippi; On-site; USD 23,000 - 35,000; Full time

Job summary

The University of Mississippi, at the Bessie & Leland Speed Counseling Center, seeks an administrative support specialist. You will handle routine department tasks, scheduling, and document processing to support clinical operations.

You will serve as the first point of contact for clients, manage intake paperwork in the EMR system, coordinate communications, and ensure smooth clinic operations through proactive administrative tasks.

Qualifications

• Schedules logistics for meetings, conferences, travel and unit operations.
• Tracks, stocks, and inventories office supplies to ensure materials are available.
• Receives and routes inquiries to appropriate individuals or teams.

Responsibilities

• Serve as first point of contact for a mental health clinic and provide customer service.
• Schedule clinical appointments using EMR system.
• Assist clients with intake paperwork in the EMR system.
• Manage and transmit client records requests as appropriate.
• Send appointment reminders via email, text, and phone.
• Answer inquiries via multi-line phone system and route complex matters.
• Coordinate meeting logistics and secure resources for department operations.
• Prepare and distribute correspondence according to policies.
• Monitor and stock office supplies for clinic operations.

Skills

Customer service

Scheduling

Office administration

Phone system

Education

High School diploma

Tools

Electronic Medical Records System

Job description

The University of Mississippi — fondly referred to as Ole Miss — stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant, inclusive community where every member — student, faculty, and staff — can achieve their fullest potential.Join the Ole Miss Family — Build Your Legacy Here!Department:Bessie & Leland Speed Counseling CenterJob Summary:Provides routine administrative support to a department or group of professionals in support of unit goals.Job Description:Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations.Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures.Tracks, stocks, orders, and inventories office supplies under direct supervision to ensure adequate materials are available for workplace operation.Serves as an occasional point of contact for individuals and groups providing basic organizational information via phone, in person, and through other communication mediums, routing more complex inquiries to the appropriate entities.Job Responsibilities:Serve as the first point of contact for a mental health clinic, providing exceptional customer service while managing multiple administrative responsibilities.Schedule clinical appointments for counseling and psychiatric services using the electronic medical records system.Assist clients with completing and processing intake and other required paperwork within the electronic medical system.Manage client medical record requests, including obtaining records from external providers and transmitting records to other healthcare offices as appropriate.Send appointment reminders through email, text messaging, and telephone communication.Answer and direct inquiries through a multi-line telephone system, routing complex matters to the appropriate personnel.Coordinate meeting logistics and secure necessary resources to support departmental and clinic operations.Prepare, distribute, receive, and maintain correspondence and other communications in accordance with established policies and procedures.Monitor, order, stock, and maintain office supplies to ensure uninterrupted clinic operations.Provide general organizational and clinic information to clients, visitors, and external stakeholders through various communication channels.Substitution Statement: An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.Education Qualifications:High School (Required)Experience:Relevant experience | No Experience Required | Not RequiredCompensation:$16.94 - $25.42Interview Requirement:Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.EEO Statement:The University of Mississippi provides equal opportunity in any employment practice, education program, or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and does not unlawfully discriminate against any employee or applicant for employment based upon race, color, gender, sex, pregnancy, sexual orientation, gender identity or expression, religion, national origin, ethnicity, citizenship, age, disability, military status, protected veteran status, genetic information, or any other legally protected status.Background Check Statement:The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial (credit) report or driving history check.