Operations Assistant

Note for Current UM Employees

Current employees must apply internally via connectU >

The University of Mississippi

The University of Mississippi fondly referred to as Ole Miss stands as a premier public research institution with a proud legacy of academic distinction. We are devoted to nurturing a vibrant inclusive community where every member student faculty and staff can achieve their fullest potential.

Department Summary

The University Counseling Center (UCC) is a dedicated team of professionals working to support the needs of UM students and the campus community. This position is a critical member in representing the services and support that we offer. The position provides face to face interactions with students departments and organizations in a supportive and caring work environment. At the UCC we pride ourselves in working collaboratively offering support to one another and improving the wellbeing and growth of our campus community.

Role Specifications

Below you will find classification and compensation information. For additional details behind the University of Mississippi classification system please visit Human Resource Compensation Page

Family -Administration

Sub-Family -Administrative Operations

Career Track / Level -O1

Grade -2

Role Summary

Provides routine administrative support to a department or group of professionals in support of unit goals.

• Working in an electronic medical records system scheduling clients for clinical staff uploading client paperwork maintaining clinical client flow while following UCC policies.
• Composing emails and letters to clients community and departments of the University.
• Requesting medical records of clients to outside providers
• Answering multi-line phone system providing service to students parents doctors community and departments of the University while maintaining aprofessional and positive attitude.
• Working with crisis clients face to face assisting them with paperwork and maintaining composure.

Examples of Work Performed

• Scheduling appointments for clinical staff
• Provides clerical and administrative assistance to clinical staff and Operations staff of the UCC
• Files and maintains clinical records
• Answers the telephone and refers calls greets guests and provides direction and resources
• Submits facility work orders
• Student verification
• Uploads client medical records in client file in electronic records system
• Operates and maintains office equipment such as fax copier printer scanner electronic medical records.
• Working with crisis clients face to face assisting them with paperwork and maintaining composure.
• Request medical records from outside providers

Essential Functions

These essential functions include but are not limited to the following. Additional essential functions may be identified and included by the hiring department.

1. Schedules logistics and secures resources for meetings conferences travel and work unit operations.
2. Sends receives copies and distributes communications to the appropriate entities according to established policies and procedures.
3. Tracks stocks orders and inventories office supplies under direct supervision to ensure adequate materials are available for workplace operation.
4. Serves as an occasional point of contact for individuals and groups providing basic organizational information via phone in person and through other communication mediums routing more complex inquiries to the appropriate entities.

Minimum Education/Experience

Education: High Schools Degree or GED

Experience: No experienced required

An equivalent combination of related experience and education may be considered for this role. Substitutions of the required experience or education will be assessed on a 1:1 substitution basis.

Preferred Qualifications

Associates degree and three years of administrative support related experienced preferred.

Proficient in Microsoft office applications maintaining a multi-staff scheduling system in electronic records for clinical staff ability to learn and become proficient in new software applications quickly composing emails and letters for the office being able to provide excellent customer service to the clients of the UCC. This position will be the first point of contact for the University Counseling Center. Organizational skills prompt decision making skills multi - tasking abilities are encouraged.

For full consideration please include a resume and cover letter with your application.

EEO Statement

The University of Mississippi provides equal opportunity in any employment practice education program or education activity to all qualified persons. The University complies with all applicable laws regarding equal opportunity and affirmative action and does not unlawfully discriminate against any employee or applicant for employment based upon race color gender sex pregnancy sexual orientation gender identity or expression religion citizenship national origin age disability veteran status or genetic information.

Minimum Physical Requirements

Physical Requirements: These physical requirements are not exhaustive and additional job related physical requirements may be added to these by individual agencies on an as needed basis.

Corrective devices may be used to meet physical requirements.

Physical Exertion: The incumbent may be required to lift up to approximately 10 pounds.

Vision: Requirements of this job include close vision. Speaking/Hearing: Ability to give and receive information through speaking and listening.

Motor Coordination: While performing the duties of this job the incumbent is frequently required to talk and hear; and use hands to finger handle or feel. The incumbent is periodically required to sit. The incumbent is occasionally required to stand; walk; and reach with hands and arms

Interview Requirements: Any candidate who is called for an interview must notify the Department of Equal Opportunity/Regulatory Compliance in writing of any reasonable accommodation needed prior to the date of the interview.

Background Check Statement

The University of Mississippi is committed to providing a safe campus community. UM conducts background investigations for applicants being considered for employment. Background investigations include a criminal history record check and when appropriate a financial (credit) report or driving history check.