Administrative Assistant II – Psychology

This position is for the Rita McGinley Psychology Clinic, which is the primary training facility for the doctoral students in psychology. It is housed within the department of psychology within the McAnulty College and Graduate School of Liberal Arts. The purpose of this position is to provide receptionist, clerical and administrative support to the Psychology Clinic. The position will serve as the primary support staff for the Clinic. This position is responsible for initiating and coordinating specialized clerical and administrative duties, broadly involving the following: receptionist responsibilities, managing and securing confidential and private health information (PHI), collecting and managing deposits of client fees across service offerings, tracking and maintenance of income and expenditures.

As a condition of employment, Duquesne University requires all new employees —full-time and part-time, including adjunct faculty—to get a COVID-19 vaccine and provide proof of their vaccination upon commencement of employment.

New employees requesting a religious or documented medical exemption from the vaccine must complete and submit a Duquesne University exemption request form for review and approval. To receive the appropriate exemption request form, contact hrservices@duq.edu. Employees with approved exemptions will be required to be tested on a regular basis.

DUTIES AND RESPONSIBILITIES:

Receptionist Duties:

Manages receptionist area, front office and session rooms of the Rita M. McGinley Psychology Clinic; assures adequate coverage of receptionist and front office.

Trains and directly supervises undergraduate student workers, trains and supports part-time Clinic staff, supports graduate assistants on office procedures and responsibilities.

Responds to and triages inquiries from clients and prospective clients by phone, email and in-person

Resolves issues which require interpretation, explanation and justification of University, department and Clinic administrative and programmatic policies and procedures; answers inquiries about Clinic services, research opportunities and policies from callers

Takes and distributes messages

Provides appropriate referrals to prospective clients whose needs/requests do not fit with the Psychology Clinic’s services and/or structure

Responds to records requests in consultation with Clinic Director

First point of contact for all who enter the Psychology Clinic: greets clients, walk-ins, staff, clinicians, and supervisors

Collects and records client payments, using various software systems, including electronic medical record (EMR) software

Oversees client scheduling in EMR

Monitors calendars for conflicting appointments and room availability, problem solve and inform clinicians when anticipated issues may arise

Prepares all Clinic paperwork necessary for intake and other sessions and coordinates with clients and clinicians toward completion of forms

Oversees the Clinic’s consulting psychiatrists schedule

Schedules client appointments with the psychiatrist in consultation with student clinicians and other staff

Completes related data entry into client files

Interfaces with relevant software programs and pharmacies as needed\

Assists with handling clinical and other crises; consults with Director and clinical supervisors as appropriate

Administrative, Clerical and Office Management Responsibilities:

Manages the Clinic’s front office to ensure smooth, efficient daily operations and Clinic security

Directs and coordinates clerical functions;

Orients graduate student assistants, undergraduate workers, and other front desk staff in clerical duties and office functions

Manages schedules and time sheets of clinic staff, reviews with Clinic Director as appropriate

Provides administrative support for the Clinic Director toward development of and execution of Clinic policies and procedures

Handles confidential data and psychological records, ensuring that mental health privacy and confidentiality guidelines, ethics and laws are adhered to

Operates software programs and office equipment to prepare reports and correspondence related to the Clinic and for the Clinic Director

Creates and maintains various spreadsheets

Corresponds and interfaces with campus and off-campus departments toward effective Clinic operations

Assists department administrative assistant with practica and internship placement documentation

Attends University training sessions as needed

Assists student clinicians with access to and use of all software and computer programs relevant to Clinic operations, including but not limited to the EMR system, Time2Track (the tracking system used for logging practicum hours), the video-recording system, testing scoring software and online programs, and the University’s HIPAA training

Assists with preparation of documents needed for daily operation, including consent forms, intake forms, questionnaires, etc.

Oversees Clinic filing system and library

Serves as the main point of contact for internal and external units regarding Clinic maintenance, deliveries, etc.

Assists with advertisement and visibility of the Clinic (i.e. assists with updating brochures, website, etc.)

Leads Clinic staff during an emergency and maintains emergency preparedness.

Fiscal Responsibilities:

Manages daily financial operations of the Psychology Clinic

Utilizes various software programs and spreadsheets to maintain accurate financial reports at all times

Tracks, calculates, monitors the Clinic’s operating budget and advises the Clinic Director of the budget status

Interfaces with various University departments related to fiscal management and completes relevant University trainings

Coordinates deposits to the University’s cashier’s office

In consultation with the Clinic Director, purchases and maintains Clinic office supplies and inventory, including testing materials

Processes invoices, requisitions, purchase orders

Tracks expenditures

Reconciles monthly ledgers and balances accounts for year-end closing

Monitors and updates fee collection system; collects, tracks and deposits client fees

Completes other duties as assigned

SUPERVISORY RESPONSIBILITIES:

Supervises student employees only.

Guides work of others who perform the same work. May organize, set priorities, schedule and review work, but has no responsibility to hire, terminate, reviewing performance or make pay decisions, e.g., Lead position

REQUIREMENTS:

Minimum qualifications:

Candidate needs to have receptionist experience, i.e. answering phones, directing appropriately, taking messages, greeting clients, taking payment

Clerical and office management experience

Work experience in settings with confidential and sensitive information, preferably mental health or medical settings.

1-3 years of progressively responsible experience.

Preferred qualifications:

Bachelor’s degree in the mental health field or other health fields from an accredited institution preferred.

Working knowledge of administrative functions in mental health settings preferred.

Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

Extensive working knowledge of general computer equipment, systems and word processing software, including but not limited to Microsoft Excel.

Ability to adhere to organizational programs, policies, and procedures.

Working knowledge of and experience with general office practices and procedures.

Excellent interpersonal and written and verbal communication skills; customer- oriented attitude, solid team work skills.

Flexibility, empathy, independent judgment, and initiative.

Commitment to the University’s values of diversity, equity and inclusion, and recognition of the importance of treating each individual with dignity and respect consistent with the University’s Mission. Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff and others).

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University. The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Catholic in its mission and ecumenical in spirit, Duquesne University values equality of opportunity as an educational institution and as an employer. We aspire to attract and sustain a diverse faculty and staff that reflects contemporary society, serves our academic goals and enriches our campus community. We particularly encourage applications from members of underrepresented groups and support dual-career couples through our charter membership in this region's HERC (http://www.hercjobs.org/oh-western-pa-wv/).

We invite applicants for this position to learn more about our university and its Spiritan heritage by visiting http://www.duq.edu/about/mission-and-identity/mission-statement. Those invited to campus for an interview may be asked about ways in which they see their talents contributing to the continued growth of our community and furthering its mission.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit. Duquesne University is Catholic in mission and ecumenical in spirit. Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.