Administrative Assistant, Dyson Wellness Center

Position Information Posting Number S000938 Position Title Administrative Assistant, Dyson Wellness Center Department Dyson Wellness Center Division Student Affairs Supervisor Title Director of Dyson Wellness Center Status Full Time Regular Salary Range $17.70-$18.50/Hr. Position Summary The primary purpose of the Administrative Assistant is to serve as the main contact for the Dyson Wellness Center, providing calm, sensitive, accurate, and confidential communication with students, staff/faculty, DWC medical, counseling and advocacy staff, graduate assistant and other student workers such as Peer Health Educators. This individual will also provide all administrative support to the Wellness Center office and staff members. The person will oversee the day-to-day clerical support operations for the office. The individual will specialize in management of the College’s health and safety requirements for all new students that includes mandatory immunizations and online prevention education compliance. Work Schedule: Employed for a twelve-month basis with a standard work week of 7:30 am to 4:00 pm with some evening and weekend hours (2,080 hours annually) or as identified in the most recent revisions of the Personnel Policy Guide or as determined by immediate supervisor. Description of Key Responsibilities

• Coordinate day-to-day clerical activities of the Wellness Center office, including greeting persons visiting the Dyson Wellness Center, providing accurate information, assisting in completing relevant electronic and paper forms, procuring needed records, scheduling appointments, directing to other staff members as appropriate, and managing the flow of the office.
• Respond to telephone and in person contacts by responding appropriately to confidential situations to protect client right to privacy, providing accurate and timely information, referring to appropriate personnel, taking messages when needed, and recording all contacts as they occur. There is a supreme need for confidentiality in each situation that is handled in the Wellness Center. Sensitivity to clients’ needs and concerns is paramount.
• Process electronic medical, counseling and advocacy records in a timely manner, maintaining the flow of patients/clients, updating critical components, scanning documents and adding to electronic files.
• Regularly revise/update the website to maintain current and accurate information.
• Support meetings, programming and events by helping to arrange for presenters, book space, schedule, advertise, and room set-up. Coordinate and arrange for staff travel.
• Perform a variety of tasks and projects which support the office operation such as: preparing purchase orders, making copies, scanning and faxing, managing and processing mail preparing training binders, posting medication and laboratory charges to students’ accounts, designing and updating forms, brochures and flyers, calculating statistics, and preparing statistical reports.
• Maintain budget records in the file and on Excel spreadsheet. Track and process all billing for the Center and Center staff.
• Assist in two significant systems – tracking student compliance with mandatory health and safety education as well as immunization records. This includes creating communication to go to students from various campus offices such as admissions and student involvement, communication with the online education company used to update the site and track compliance throughout the year, and follow-up communication via email, postal mail and in-person to encourage compliance. This also includes communication with internal medical staff regarding immunization compliance and need for vaccination, data entry in the College’s system and the DWC system, and support to students through the compliance process.
• Enter data and obtain information on North Central College’s Colleague system understand and obtain CROA and Informer reports and obtain knowledge/training to keep current.
• Enter data and obtain information from the Titanium Schedule software used for counseling, medical and advocacy records and receive training to learn system and keep current.
• Participate in logistical activities such as delivering materials to and picking up materials from the print shop, mailroom, storage areas, and other locations.
• Represent the Dyson Wellness Center at various campus events such as student orientations and fairs. Perform related duties and tasks as appropriately assigned.

Required Knowledge, Skills and Abilities An individual in this position must possess the proficiency, wherewithal and knowledge of principles and processes for providing high-quality service to both internal and external constituents of the College.

• Ability to consistently demonstrate excellent interpersonal skills in dealing with students who may be mentally/physically ill or injured, parents, therapists, medical personnel on and off campus, faculty, staff, and outside vendors. This includes providing service with a warm, welcoming demeanor, professional behavior, excellent and clear communication, and an ability to remain calm while being efficient and helpful to clients and Dyson Wellness Center staff.
• Ability to exercise the highest degree of confidentiality and discretion in all matters related to the Wellness Center and student information, including legal restrictions regarding sharing information with parents or anyone else without consent of the student.
• Ability to exercise good listening skills and sensitivity to persons’ needs and conditions.
• Excellent organizational and written/verbal communication skills. Ability to communicate effectively in the English language, both orally and in writing.
• Strong critical thinking and sound judgment.
• Outstanding ability to deal with a number of tasks concurrently in an environment where interruptions are routinely experienced. This requires organization, attention to detail, flexibility, and effective prioritization of tasks.
• Ability to quickly grasp knowledge of the College organization and operation to create a positive reflection on the Dyson Wellness Center and the College.
• Ability to apply secretarial/clerical skills such as typing, using a computer system effectively, maintaining files, and using the telephone system.
• Ability to apply mathematical skills necessary for performing such tasks as taking inventory, keeping statistics, and posting charges to student accounts.
• Ability to demonstrate a professional, positive attitude and work ethic.
• Ability to understand the concepts of institutional and structural racism and bias and their impact on underserved and underrepresented communities.
• Excellent interpersonal skills and ability to interact professionally with people from diverse cultural, racial, ethnic, gender, and socioeconomic backgrounds during a time of crisis and distress.
• Demonstrated inclusive behavior when interacting with others, commitment to supporting communities who have experienced systemic oppression and bias (e.g. people of color, LGBTQIA+ people, immigrants, justice involved persons, etc.).
• Ability to show empathy and be nonjudgmental toward distressed individuals.

Distinguishing Characteristics The Administrative Assistant is the first person encountered when calling or visiting the Dyson Wellness Center. The manner and judgment used in each contact is critically important to the function of the Dyson Wellness Center. Additionally, the Administrative Assistant is the key point of reference for the Dyson Wellness Center so the person in this position needs to be able to relate to everyone including students, faculty/staff, therapists, psychologists, nurses, and doctors. This position is best suited for someone who thrives in a fast paced environment while providing accurate work, calm composure, and keeping all Dyson Wellness Center business confidential. Education/Training An associate’s degree or equivalent work experience is required. Bachelor’s degree
preferred.

Experience Experience in an office environment that involves frequent contact with outside persons is required. A minimum of two (2) years in an administrative support role required. Experience within an institution of higher education preferred. Excellent computer skills are essential. Medical/Counseling office experience is desirable. Strong experience with Microsoft Office Suite and Excel. Experience with and/or ability to learn quickly: Outlook, Titanium Schedule electronic health records system, Colleague and Maxient (student data management systems). Licenses or Certifications A valid driver’s license and acceptable driving record is preferred. Is This a Temporary Position? No Employment Conditions An offer of employment is contingent upon successful completion of the College’s background screening process. Number of Vacancies 1 Posting Detail Information