Operations Assistant

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

Job summary

The University of Mississippi is seeking an Administrative Support role for the Bessie & Leland Speed Counseling Center in Oxford, MS. The position provides essential reception, scheduling, and clerical duties to support clinicians and staff.

Primary tasks include coordinating clinical appointments, handling intake paperwork, and managing records and communications. Candidates should have strong organizational skills, customer service focus, and the ability to work with electronic medical

Qualifications

• High School diploma required.
• Experience in an administrative role is a plus but not mandatory.
• Ability to schedule appointments and manage records efficiently.
• Strong communication and organizational skills are essential.

Responsibilities

• Serve as the first point of contact for the mental health clinic, providing exceptional customer service.
• Schedule clinical appointments for counseling and psychiatric services in the EMR system.
• Assist clients with completing intake and required paperwork in the EMR system.
• Manage client medical record requests, including obtaining and transmitting records.
• Send appointment reminders via email, text, and phone.
• Answer inquiries via a multi-line phone system and route complex matters to the right staff.
• Coordinate meeting logistics and secure resources for department and clinic operations.
• Prepare, distribute, receive, and maintain correspondence per policies.
• Monitor and stock office supplies to ensure uninterrupted clinic operations.
• Provide general information to clients, visitors, and external stakeholders.

Skills

Customer service

Scheduling

Administrative support

Communication

Education

High School diploma

Tools

EMR 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 Center.

Job 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 Required

Compensation

$16.94 - $25.42

Interview Requirement

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.

Build your legacy - a legacy of people, place & purpose. Get tailored job recommendations based on your interests. Ole Miss attracts the brightest students, faculty, and staff from across the world. An extensive network of alumni back them up with their time, efforts, and generosity. Whether you are starting your college career or taking the next step in your studies, Ole Miss is a university that you can call home.

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