Clinical Administrative Assistant

Job Description Summary
The Clinical Administrative Assistant serves as the administrative support to the Adult Learning Lab for the Communication Sciences and Disorders department. The Assistant provides daytoday operational support and is the first pointofcontact for students clients visitors and community members of the Lab and responds to phone calls email correspondences and walkins for the Lab. Clinical assistance includes the coordination of schedules the intake and outtake of students and clients/patients and the ordering and organization of supplies and equipment for the Lab. The Assistant will coordinate and track student compliance documents and client/patient records and outcomes. Work with Learning Lab Director to schedule interprofessional education experiences with MFT and DPT . Other duties as assigned.

Responsibilities
Administrative Support to the Learning Lab Support daytoday needs of the learning lab such as maintain reception area distribute mail setup and maintain lab room schedule oversee utilization/maintenance/repair of equipment order supplies and maintain inventory of supplies. Serve as point of contact for students faculty and visitors; answer phones greet visitors and respond to requests for information and assistance. Ensure that students clients and guests are welcome and address inquiries concerns or complaints and strive to provide a positive clinical experience Respond to internal and external requests for information about the Learning Lab and department Schedule appointments and coordinate client/patient access and needs on campus such as parking permits and maps Check voicemails and emails pertaining to the clinic first thing in the morning to report any cancellations Oversee intake and outtake processes ensure appropriate and confidential patient information and patient notes client schedules and student rotation schedules. Ensure confidentiality and compliance with privacy regulations when handling sensitive client information. Communicate with learning lab student clinicians and supervisors on any changes to scheduled and cancelled appointments Assist with emergency situations; know the protocol and be able to implement the protocol as needed Track and reconcile trainee hours and provide updates and monthly reports of hours to Department Chair Clinic Director Supervisors and students. Gather compile and prepare data reports from client satisfaction outcomes studies supervisor and student evaluations. Create and provide clinical supervisor evaluation reports for Department Chair. Provide student hiring and training support. Approve Learing Lab student worker weekly hours. Provide support to Clinic Director for new trainee orientation. Maintain Clinic student network drive and email distribution group. Add/Remove students as needed. Order maintain and dispose of supplies and equipment of the Learning Lab Record maintain and notify ordering of clinical assessments and treatment materials for the Lab Oversee utilization/maintenance/repair of equipment and order supplies and office equipment. ag and monitor the condition of Lab equipment and technology Facilitate the organization and cleanliness of the storage room supplies and materials. Dispose of obsolete equipment in accordance with university environmental health and safety measures Maintain a clean and organized lab space Track and update student and client/patient records of the Learning Lab for compliance and administration Collect and track required student documents that are required for clinical practicum placements e.g. Certificate of clearance vaccinations Verify that students and faculty have been trained on HIPPA & FERPA compliance Work with the Learning Lab Director and student workers to prepare files for former and new participants at the beginning of each trimester Track client/patient appointment records progress and outcomes through the electronic medical record system Coordinate disposal of client files in accordance with clinic guidelines and strict confidentiality requirements Assist the Clinic Director with paperwork and data audits of client files Event support special projects and other administrative duties Coordinate event logistics including promotional materials AV equipment catering room arrangements calendaring etc. Assist with admission and recruitment events graduation events and new student orientation Assist with correspondences coordinate meetings prepare reports and assist with special projects or initiatives as needed Work with Learning Lab Director to schedule interprofessional education experiences with MFT and DPT

Required Qualifications
A minimum of two years related experience in providing administrative support to professional staff. Strong oral communication skills. Professional telephone and email etiquette. Writing skills to prepare clear and concise grammatically correct business correspondence; strong editing and proofreading skills. Ability to use tact and diplomacy to maintain a high level of confidentiality. Working knowledge of Calipso Campus Solutions PeopleSoft Blackboard and 25Live. Arithmetic and calculation skills to prepare financial forms. Ability to work effectively as part of a team and collegially with staff faculty and administration. Ability to use word processing internet and electronic mail software cloud services including Microsoft Office Suite and Adobe Acrobat Working knowledge of university policies and procedures that pertain to the duties of the position. Ability to prioritize work duties when faced with interruptions distraction and fluctuating workload. Ability to exercise good judgment and accomplish tasks in a timely manner. Strong organizational skills with the ability to prioritize multiple projects and maintain composure and good attitude when multitasking. Ability to schedule and coordinate logistics for meetings and events including coordinating catering room reservations and setup. Strong commitment to service. Demonstrated interpersonal skills with diverse groups of individuals at all organizational levels both inside and outside of the university.