Evening Front Office Administrative Assistant - FPFS

Fuller Psychological and Family Services

Evening Front Office Administrative Assistant

Summary

Fuller Psychological and Family Services (FPFS) is the training clinic for Fuller Seminarys Graduate School of Psychology and Marriage & Family Therapy. For over 60 years FPFS has provided safe affordable mental health services to Pasadena and surrounding areas as well as the rest of California via telehealth. The FPFS Front Office needs additional staff to support the clinics full business hours of 8am9pm MondayThursday and 8am5pm on Fridays. This position is an opportunity for current Fuller Students to join the FPFS team and provide valuable administrative clerical and operational support to FPFS during the clinics evening and closing operating hours.

This position is parttime ranging from 15 to 29 hours per week and will be paid on an hourly basis. Duties and responsibilities may change as needed and hours may be adjusted as agreed upon. The Evening Front Office Assistant reports directly to the FPFS Director of Administration. This is an inperson position and all work will be performed at the FPFS clinic on Fuller Seminarys Pasadena campus.

Principal Duties & Responsibilities

Administrative Tasks:

• Answer incoming calls check messages return calls and respond to online information requests
• Complete Requests for Services andscreen potential clients
• Greet and assist walkin clients and other guests including checking their payment status before they see their clinician
• Assist with daily billing processes including insurance claimspreparation
• Keep office supplies organized and inform Director of Administration when supplies need to be reordered
• Monitor usage of clinic forms andreplenish as needed
• Monitor usage of clinic equipment and inform Director of Administration of any issues
• Assist the Director of Administration with special projects and tasks as assigned.

File Maintenance and Clinic Records:

• Assist with client records maintenance including creating new files updating client demographic information andarchiving files upon service termination
• Assist with secure records storage of edocuments related to telehealth services
• Assist with scanning client records upon termination of services and maintaining secure records storage of both scanned and physical files that must be kept
• Assist with purging records that FPFS is no longer required to keep

Housekeeping:

• Maintain the general order and cleanliness of the front office and clinic lobby as well as conference rooms staff rooms and kitchen area
  • Tasks may include wiping dusting and light vacuuming.
    
• Keep cleaning materials stocked and organized and inform Director of Administration when supplies need to be reordered
• Inform Director of Administration of any issues requiring extra custodial support or maintenance.

Anticipated Work Schedule

Hours:1529 Hours per week (Parttime nonexempt)

• MondayThursdays 4pm9:15pm
• Friday 1pm5:15pm

Qualifications

• Currently enrolled student at Fuller Seminary
• 35 years of experience in an office or customer service setting
• Available to work afternoon/evenings shifts Monday through Friday (i.e. 4pm9pm)
• Selfstarter; able to work with minimal direction; manages time effectively
• Excellent customer service skills
• Good problem solving skills
• Proficiency working with various computer applications including Google Suite Microsoft Word & Excel Adobe and dynamic databases
• Ability to ensure confidentiality of clinic materials and client information

Additional Remarks:

• Must be willing to abide by FullerCommunity Standards
• This is an inperson position and required to work on the Pasadena CA campus

Application Process

Applicants for this position are invited to submit the following materials electronically to the contact provided below:

• Updated resume
• Letter of interest describing why you are applying for this position and your qualifications for the position

Pay Scale

This is a paid hourly position at a rate of $21/hour per Californias Healthcare Worker Minimum Wage.

Fuller Theological Seminary is an Equal Employment Opportunity/Affirmative Action employer. To the extent required by law all qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability or protected Veteran status. As a religious institution Fuller Theological Seminary is permitted and reserves the right to prefer employees or prospective employees for certain positions on the basis of religion.

Contact information for questions about the position

Anna DeWeese M.A.

Director of Administration Fuller Clinics