Shire Jobs

EXECUTIVE SECRETARY

Position Number: S-3520

Position Summary:

This position within the College of Education and Human Service's (CEHS ) Counseling, Educational Leadership, and Higher Education department provides daily administrative and operational support to the counseling program and the Center for Counseling and Community Development (CCCD ). The main responsibilities of this position include client scheduling, processing check-in/out and electronic medical records (EMR ), and other duties that ensure efficient and smooth clinic functions. This position may provide secondary office support for the department of CEHS , as needed. 

Required Qualifications:

High school diploma or GED . Four years of qualifying experience or a combination of education and experience that equates to four years. Experience with Microsoft Word. Customer service experience. Spreadsheet and/or database experience. Organizational skills with strong attention to detail. Demonstrated positive interpersonal skills. Effective verbal and written communication skills. Ability to project a positive attitude. Ability to manage multiple projects and meet deadlines with accurate results. Ability to compose, proofread and edit correspondence. Ability to perform the essential functions of the position, with or without reasonable accommodation. 

Preferred Qualifications:

Experience with electronic medical record (EMR ) software. Experience in a clinical setting that included interacting with clients and following HIPAA compliancy. 

Duties & Responsibilities:

Counseling Program: Coordinates the admissions process for the Counseling Program, including but not limited to, pulling applications out of Slate for faculty review, schedules interviews, and creating and maintaining student files. Collaborates with the department chair to manage the counseling program expenditures including coordination with university payroll and expense offices. Responds to program inquiries via phone and email. Assists alumni with licensure questions. Work with the Dean's Office to processes payments for technology renewals. Processes faculty expense reports. Supports program faculty with candidate searches. Works with the department chair and program director to create and submit academic schedules. Monitors and submits graduate assistant time sheets and student worker approvals. Works with program faculty to track required curriculum updates. Utilizes SAP to assign faculty advisors to students and inputs information into SAP to track data for degree process. Performs website updates. Assists with the coordination of recruitment and program related events. Center for Community Counseling & Development (CCCD ): Provides support for the daily operations of the clinic and serves as the primary receptionist for the clinic. Assists in the development and distribution of promotional materials for client recruitment. Serves as a liaison between the CCCD and on-campus and/or community referral sources. Schedules appointments with Counselors-in-Training (CITs), provides reminder calls/emails, and provides/processes all intake documentation. Coordinates with the CCCD Clinic Director to screen clients for appropriate services. Assists in the development and implementation of procedures, systems, and policies that ensure adherence to federally mandated HIPAA /client privacy regulations. Maintains recording software and electronic medical record (EMR ) systems and schedules training for these systems as needed. Conducts data entry and reporting using software and databases specific to a clinical setting (i.e. Titanium, Tevera). Provides client satisfaction surveys at completion of a client's services. Performs other duties as assigned. 

Supervision E