Department Assistant

Department Assistant

This position supports administrative and counselor functions in the Center for Counseling and Wellness (CCW).

Roles and Responsibilities

Essential duties include the following. Other duties may be assigned :

• Providing excellent customer service by warmly greeting clients and visitors
• Managing the front desk, including check-in of appointments, facilitating completion of client paperwork, and scheduling appointments
• Managing room reservations for groups, workshops, events, and other CCW services
• Monitoring and managing CCW electronic accounts, such as email, online forms & surveys, staff calendars, etc.
• Answering and routing inquiries by phone, email, and other means of communication
• Communicating all services, costs, and procedures as requested
• Creating and maintaining confidential client accounts using electronic medical records (EMR) system and facilitating client record requests
• Generating data reports related to client utilization and assessment results
• Keeping lobby area and other CCW client spaces clean and organized
• Tracking inventory and distributing mail
• Handling copies, scans, & digital faxes
• Taking meeting minutes
• Protecting client rights by maintaining confidentiality of all client information

Supervisory Responsibilities

This position does not supervise anyone.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and / or Experience

This position requires a minimum of an Associate Degree or equivalent from a two-year college or technical school; one to three years related experience and / or training; or equivalent combination of education and experience.

Skill Requirements

Excellent computer skills and experience in Microsoft Office products is essential. Knowledge of mental health terminology and experience of electronic medical record (EMR) software is helpful.

Must have excellent organizational skills and be detail oriented.

Excellent communication and public relations skills are required. Must have capacity to problem-solve, make sound decisions, and respond calmly to student crises in collaboration with CCW staff.

Must have ability to use independent judgment in setting priorities and organizing work to accomplish results in accordance with existing procedures and instructions, including rules of confidentiality. Must be able to work collaboratively with a team, participating actively in working relationships with students and staff members.

Diversity Commitment

Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.

Faith and Educational Commitment

Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church. A commitment to the Christian faith and to the integration of faith, learning, and student development.

Physical Demands / Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work in this position is performed within routine office conditions, usually without exposure to hazardous or unpleasant conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.