Senior Administrative Assistant
Senior Administrative Assistant
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1 Vacancy
Job Description
Title:Senior Administrative Assistant
Division: Student Affairs
Department: Counseling and Psychological Services (CAPS)
FLSA Status:NonExempt
Salary Range:Grade 5: $13.43/hour
EEO Job Group:5 E6
Position Summary
The University of Southern Indiana is accepting applications forSenior Administrative Assistant. The anticipated start date for this role will be late April 2025.
Provide onsite administrative support to the Counseling and Psychological Services director and clinical staff of the department. Responsible for a wide range of assignments related to the basic administration and business operations of the office. Requires the ability to keep all aspects of the departments work confidential sensitivity to varying levels of student distress and effective interpersonal communication with students families and University personnel.
Duties/Responsibilities
- Provide onsite administrative support to the director and other members of the clinical staff as requested. Engage in filing typing data entry scanning preparation of correspondence and other routine administrative tasks.
- Develop a full understanding of the policies and procedures of Counseling and Psychological Services (CAPS) including but not limited to confidentiality scheduling appointments emergency services counseling and assessment.
- Provide onsite assistance to inperson inquiries from faculty staff students parents outside agencies and the public regarding services and policies in accordance with established guidelines. Answer telephone calls in a friendly calm and professional manner. Direct phone calls and visitors to the appropriate person or department when necessary. Provide information needed to meet routine student requests.
- Assist clinical staff with scheduling and rescheduling appointments. Assist clinicians with followup as needed.
- Process confidential information at the direction of clinical staff. Follow established protocols to ensure that confidential information is not released without permission.
- Schedule and monitor all CAPS space and resources for staff meetings group therapy sessions and relaxation room usage coordinating with other University faculty and staff as necessary.
- Requires sensitivity to the urgency of customer needs to prioritize requests accordingly.
- Assists with the preparation and coordination of oncampus and community outreach events including updating the campus calendar CAPS website and social media posts.
- Coordinates onsite incoming and outgoing mail distribution; ensuring mail faxes and other communications are delivered timely and accurately.
- Perform various activities to support the director as the departments Fiscal Agent including generating and reviewing financial reports; reconciling monthly department credit card billings; creating work orders for director approval; processing department travel vouchers and requisitions direct pay forms and purchase orders; confirming monthly employee telephone billings; and maintaining office subscriptions and staff memberships.
- Generate reports from the CAPS electronic medical records; enter data into Microsoft Excel (or other programs); and assist personnel with developing charts and graphs.
- Assists with daytoday facility management issues including but not limited to heating ventilation air conditioning plumbing and safety issues. Monitor onsite facility cleanliness clean areas as needed and refer any problems to the director.
- Create work orders and Information Technology requests to ensure the continual and smooth operations of the office.
- Order maintain and distribute office supplies.
- Duties may be shifted due to unforeseen circumstances or in response to major local or national events.
- Ability to adhere to FERPA and HIPAA policies.
- Other duties as assigned.
Required Knowledge and Skills
- High school diploma or GED.
- One to three years of related office experience.
- Must project a positive professional demeanor with outstanding customer service orientation.
- Effective written and oral communication skills required to receive and respond to inquiries.
- Strong interpersonal communication skills refined listening ability discretion tact and judgment are required in dealing with a range of situations that may involve complex sensitive and confidential issues.
- Able to maintain confidentiality without exception.
- Experience with computers word processing spreadsheets databases email presentation software and the internet.
- Strong accuracy attention to detail thoroughness and followthrough in completing tasks.
- Strong time management and organizational skills with the ability to set priorities and work independently while exercising initiative and strong problem resolution skills.
- Demonstrated ability to remain organized while managing multiple priorities and deadlines.
Preferred Knowledge and Skills
- Associates degree or college coursework.
Regular Work Hours/Travel Requirements
- Standard work hours are Monday through Friday 8:00 a.m. until 4:30 p.m.
- Occasional overtime may be required.
- Occasional irregular or extended hours may be required.
About USI
The University of Southern Indiana is a public higher education institution located on a beautiful1400acre campus in Evansville IN. We offer employees exceptional benefits! Benefits for thisposition include:
- Affordable medical dental vision life and short term and longterm disability insurance plans.
- Retirement plan where the University makes the total contribution equivalent to 7 of annual salary.
- Full tuition fee waiver for employees/75 for spouses and dependent children.
- Accrue up to 10 paid vacation days per fiscal year accrual increases after 4 7 and 11 years of service
For more information about the benefits that USI offers please visit www.usi/hr/benefits.
- Resume
PreEmployment Screening
A background check will be required for employment in this position.
Authorization to Work in the United States
USI will not sponsor an employmentrelated visa for this position.
Interview Accommodations
Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at or. Contacting the manager of Employment is intended for use in seeking disabilityrelated accommodations only. For general applicant inquiries contact Human Resources at or.
EEO Statement
The University of Southern Indiana is anEEO/AA employer. All individuals including minorities women individuals with disabilities and veterans are encouraged to apply.
Required Experience:
Senior IC
Employment Type
Full-Time
