Full-time, 37.5 hours per week, year round casual position, no benefits, $18 per hour
This administrative assistant supports the administrative and logistical efforts of the Counseling Center. Interfaces with students, Counseling Center therapists and psychiatrists, members of the campus community, and off-campus providers to ensure smooth and efficient operation of the office. With a high level of discretion and confidentiality as well as sensitivity, assists students who may be in distress and are in immediate need of services of the Counseling Center. Takes appropriate actions to support a diverse workforce and participates in the College's efforts to create a respectful, inclusive, and welcoming work environment.
- Respond to students', parents', faculty, staff and administrators' concerns and inquiries while maintaining students' privacy and confidentiality.
- Welcome clients and assist them in making appointments, filling out electronic paperwork for each appointment, and with ROIs, etc.
- Manage the appointment calendar within the electronic medical record for all employees.
- Create an electronic medical record in Titanium as new students request appointments.
- Respond quickly and accurately when students notify the office that they are out of medication.
- Process student appointment reminders through the electronic medical record at the end of each workday.
- Send reminders to students who miss appointments, per our reminder policy and procedure.
- Copy, fax, scan and file documents
- Remove telephone from the 24/7 telephone service coverage at the beginning of each work day.
- Forward telephone over to after-hours 24/7 telephone service (ProtoCall) at the end of each work day.
- Inform the Director and/or Clinical Coordinator of any consistent problems with timeliness of student appointments with counselors or psychiatrists.
Administrative Assistant to Psychiatrists, Psychotherapists, Case Manager and Post-Doctoral Fellow:
- Share scheduling responsibilities with the office manager in setting up each staff members' office calendar in the scheduler section in the electronic medical record on an academic year basis.
- Ensure Client Security is up-to-date in Titanium to assure each provider has their full caseload.
- Prepare medication override or prior authorization forms for psychiatrists on a student-by-student basis.
- Assist the staff with hospitalizations by communicating with the campus police in arranging for ambulance transportation and making copies of students' insurance information,
- Maintain the Counseling Center's web page with announcements, workshop information, and office closings.
- Share purchasing responsibility with the office manager for office supplies, outreach giveaways, etc., as needed for the Department.
- Share coordination for Counseling Center outreach events with the office manager: staff trainings, and retreats by creating and monitoring an Event Planning form to ensure all arrangements are made to cover all aspects of the event, which include: guest speaker contact information for W-9 form, room reservations, catering requests placed, work orders placed for AV equipment, hotel and transportation reservations, reimbursements for all campus departments and guest speakers to the Controller's office for processing, campus publicity, and ProtoCall notification if the Department will be closed during working hours.
- Process each exempt staff members leave balance on a monthly basis. Provide director with final leave balance at the end of the fiscal year to be submitted to HR.
Administrative Assistant to the Director:
- Weekly Business Staff Meeting: prepare agenda, record minutes, send out Action Items list to all staff, and archive the minutes in Google Drive.
- Manage the departmental office budget, prepare bimonthly expense reports to assist the Director in our office spending, and process all expenses via the online Global Reporting system meeting the deadlines set by the Controller's Office.
- Assist the Director in the preparation of fiscal year budget proposals by calculating actual and projected expenses in an Excel document.
- Share coordination duties with office manager for new staff hires. Duties include: work in the Interfolio system through HR, which includes confirmation of receipt of application materials to all applicants, coordinating telephone interviews and on-campus interviews, creating a search committee, develop a rubric for assessing candidates, develop a timeline for each position, secure room reservations for on-campus interviews and case presentations, coordinate HR and OSA meetings for each candidate.
- Share coordination duties with office manager to ensure office schedule appointments for new hires are up-to-date using the New Staff Orientation Check List by adding to the Director's schedule, Clinical Coordinator and Office Manager's schedules tasks to orient new hire to the Counseling Center and the Amherst College campus.
- Develop Professional Development spread sheet for each employee, and provide exempt staff with quarterly updates on available professional development funds
- Develop a schedule for the Counseling Center after-hours on-call rotation for Director's final approval.
- Associate's degree in office administration or related field, or in lieu of a degree, 5 years of related administrative experience
- 3 years of related administrative experience
- Proficiency in MS Outlook and Word
- Able to learn database, and technology tools and concepts including electronic heath record software
- Strong organizational, time management, interpersonal, and written and verbal communication skills
- Attention to detail
- Ability to multi-task and function well in a fast paced environment
- Outstanding customer service skills
Interested candidates should submit a cover letter, resume, and the names and contact information (e-mail and/or telephone number) for three professional references. Applications will be reviewed until position is filled.
Amherst College is an equal opportunity employer and encourages women, persons of color, and persons with disabilities to apply. The College is committed to enriching its educational experience and its culture through the diversity of its faculty, administration, and staff.
Amherst College, one of the premier liberal arts colleges in the nation, is located in Amherst, Massachusetts, a town of approximately 35,000 residents in the western part of the state. The college's community is composed of about1,800 students from 48 states, plus Washington, D.C., Puerto Rico and 54 countries around the world, and about 1,000 staff and faculty. The college's scenic 1,000-acre campus includes a 500-acre wildlife sanctuary and the Book & Plow Farm ; three museums: Emily Dickinson Museum , Beneski Museum of Natural History and Mead Art Museum ; and multiple educational and cultural venues and resources through the Five College Consortium. The town of Amherst offers an amazing variety of coffee shops, restaurants and entertainment, and a very active outdoor life. Our vibrant campus, diverse community and beautiful surrounding, makes Amherst College and the Town of Amherst the perfect place to work, learn and live.