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Company Name : Saint Peter’s University
Location : Jersey City, NJ 07306
Position : Administrative Assistant (CAPS)
Job Description : Position InformationJob TitleAdministrative Assistant (CAPS)CampusJersey City CampusDepartmentCounseling & Psychological SvsFull Time, Part Time, AdjunctFull TimeJob DescriptionMiddle-level administrative position is a combination of clerical/office and clinically-related job responsibilities. Secretarial/office manager work of considerable difficulty, involving independent judgment, securing confidential information, and awareness and sensitivity of mental health issues. Performs general office functions and administrative work as required. Use of Windows Office (Excel, Access, Power Point), Google Docs, Titanium EMR, TMH (tele-mental health) platform, and Colleague.Duties & ResponsibilitiesPerforms secretarial and clerical duties of a complex and demanding nature.Schedules client appointmentsOrganizes and coordinates office functions and activity, including maintenance requests and IT needs.Maintains and retrieves essential records and files.Prepares and maintains CAPS’s Electronic Medical Record (Titanium)Prepares statistical data from Titanium and CAPS tracking spreadsheets for department reports.As required gives suitable assignments and instructions to work study staff and supervise the performance of their work.Composes and types routine correspondence.Collaborates on CAPS activities and multi-departmental events.Helps prepare and compile results of CAPS surveys.Manages department’s budget including maintaining financial records of all expenditures, orders supplies, processes purchase requests.Prepares fliers, posters, electronic messages and email announcements for CAPS events and activities.Tracks student inquiries, follow up, and outcomesDetermination of eligibility for all students seeking servicesTimely follow up on all student inquiries via email and/or phone callPerforms Registration appointments, and screening for risk, in-person and via TMHReviews treatment documents with students and obtains informed consentPerforms check-in services with clients arriving for appointments both in-person and TMH, updates demographic information as necessary and determines continued eligibility for services.Serves as liaison between clinician and emergency services when clients are in crisisParticipates in collaborative programs with campus partnersActively involved with the University committees as assigned.Performs related duties as requested.Qualification StandardsAbility to type at least 50-70 wpm as demonstrated on an employment test and without noticeable error. Three to five years office management experience with a thorough working knowledge of office routines and procedures; supervisory experience a plus. Windows Office and Google Doc skills required. Knowledge of Titanium or other similar EMR database, and TMH platform. Budgets and purchasing experience necessary. Data collection and reporting experience required. Demonstrated knowledge and awareness of mental health issues, and engaging and connecting with others.EducationHS degree necessary – college preferred.Physical DemandsExperienceThree to five years secretarial experience serving in a managerial position with a thorough working knowledge of office routines and procedures, with some supervisory experience. One to three years’ experience in a medical or mental health environment.Licenses (if applicable)Working ConditionsPhysical requirementsOccasional lifting and transporting of moderately heavy boxes to various locations on campus.Posting Detail InformationPosting NumberPS278PPosition Posting DateClose DateOpen Until FilledNoSpecial Instructions to ApplicantsQuick Linkhttps://saintpeters.peopleadmin.com/postings/2485Job Type: Full-time
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