Office Administrative Assistant

Administrative Assistant NE .S82600100

This 11 month, benefits-eligible, administrative position performs administrative, budgetary, referral and receptionist duties in support of Counseling Health and Wellness (CHW) supervisors, counseling staff, and other designated personnel. CHW consists of the Counseling and Psychological Services (CAPS) and Center for Health Promotion (CHP}

Administrative support to CAPS and CHP includes, but is not limited to:

• Budget management and tracking for CHP’s Wellness & Prevention programming and CAPS professional development engagements which includes supply ordering and processing all expense reimbursements.
• Serve as the point person working with relevant technologies including CAPS Electronic Medical Record (EMR) vendor regarding any technical issues that clinicians and patients are experiencing.
• Manage technologies relevant to budgeting database management and IC’s Medical Leave of Absence system. This includes tracking, communicating with students and financial departments, and decision-making regarding data flow.
• Serve as the point person working with IC’s Information Technology.
• Engage in collaborative requests from other Ithaca College departments.
• Assist in monitoring the CAPS email account; respond to various requests for information and outreach requests from students, faculty, administrators, staff, and others concerning the Counseling Center and the College.
• Prepare or compose letters, reports, or statements in accordance with general instructions from supervisor or other members of the Counseling staff.
• Provide organizational support for recurring college events such as orientation, health fairs, and other college and department events as assigned.
• Support CAPS marketing, social graphic design, and social media as needed
• Maintain and order office supplies for CAPS and Wellness & Prevention Services, along with supplies for events, meetings as needed.
• Manage CAPS and CHP front desk activities that include welcoming visitors, distributing client flow, arrange for and schedule meetings & appointments, provide routine information not requiring professional staff attention, and direct visitors to appropriate professional staff depending on their level of urgency.
• Initiate, coordinate, and maintain up-to-date referrals to off-campus mental health providers.
• Maintain student records according to ethical guidelines, state law, and departmental policy; bring to the attention of supervisor significant items, changes, errors or omissions in reports or records.
• Ensure confidentiality and security of office facilities, equipment, and records.
• Create and maintain database for client information, administer service delivery and evaluation system.
• Maintain up-to-date manuals, directives, budget records and related materials. Set up and maintain office files, correspondence, and reports required for reference and efficient operation of the department.
• Assist with brochures, programs, advertisements, fliers, and other literature; order and renew departmental subscriptions, publications, and supplies.
• Make reservations for travel arrangements and living accommodations; prepare materials and make arrangements for meetings and special functions; make necessary arrangements for meals, refreshments, and facility support. Supervise use of Department credit card.
• Participate in special projects as assigned.
• Initiate requests for routine maintenance, and equipment repair.
• Recommend to supervisor methods for improvement of office procedures or workflow. Implement approved changes. Follow and track work orders to ensure completion.
• Develop and demonstrate a multicultural awareness and contribute to cultivating an inclusive, diverse and respectful College community. Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.

High school diploma and a minimum of 2 years previous office experience. Good attention to detail, organizational, interpersonal, verbal, and written communication skills. Good working knowledge of spreadsheet, database, presentation and word processing software applications. Ability to monitor budget expenditures, prioritize projects, handle multiple tasks and meet deadlines while working independently and as a team is required. Previous experience working in a college/university setting is preferred.

Job Type: Full-time

Pay: $18.45 - $21.50 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Experience:

• office administrative: 1 year (Preferred)

Ability to Commute:

• Ithaca, NY 14850 (Required)

Ability to Relocate:

• Ithaca, NY 14850: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $22