Office Assistant II -- University Counseling Services, University Counseling Services

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September 8, 2020

FUNCTION OF THE JOB:

 

This position in University Counseling Services (UCS) is responsible for general clerical duties including answering telephones, scheduling appointments, word processing, assistance with Titanium management activities, bookkeeping and general office management.  In addition, this position serves as a part of the UCS treatment team in that she/he is usually the first contact with student clients, individuals in crises, and the general public.  Some screening of emergency situations is required as is an understanding of and willingness to keep UCS contacts and client materials confidential.  The position reports to the Director of UCS.  The Assistant Director of UCS approves weekly time clock and leave requests.

 

DUTIES AND RESPONSIBILITIES:

 

  1. Provides general clerical support for the Associate VP of Student Health and Wellness, Assistant Director, and mental health professionals at UCS.  This clerical support includes word processing, copying, filing, answering telephone calls, and other duties as assigned.
  2. Schedules appointments using phone or email and maintains schedules for UCS staff and rooms using an electronic scheduling system. Completes billing for appointments. Sends appointment reminders.
  3. Maintains the electronic filing system, the budget records, and other important documentation for UCS. 
  4. Arranges for the maintenance of the UCS building, grounds, and equipment.  
  5. Assists the Associate VP of Student Health and Wellness and Assistant Director in preparing agendas, reports and budgets, taking minutes and a variety of other duties which may be assigned by the Associate VP of Student Health and Wellness or Assistant Director.  Occasionally such assistance may also be provided for other UCS staff involved in University and UCS assignments.
  6. Assumes responsibility for maintaining the reception area at UCS during regular business hours.  Assumes responsibility for proper opening and closing procedures at the beginning and end of business hours.  Assumes responsibility of ordering supplies in a timely manner and keeping appropriate records as requested by the Associate VP of Student Health and Wellness or the Assistant Director.
  7. Performs any other reasonable duties as assigned by the Associate VP of Student Health and Wellness or the Assistant Director. 
  8. Demonstrates a commitment to the mission of Truman State University.
  9. As a part of the Student Affairs team, this position implements strategies and programs consistent with Student Affairs priorities.
  10. Demonstrates best practices in “customer service” for their areas in order to address the needs of various constituencies who utilize their programs and services.

 

ESSENTIAL FUNCTIONS:

  1. Must be able to communicate by telephone/email on a daily basis.
  2. Must be able to communicate through direct contact on a daily basis.
  3. Must be able to maintain confidentiality related to client records and office communication regarding clients.
  4. Must be able to handle multiple and complex tasks simultaneously.
  5. Must be able to operate computers, copy machines, and other standard office equipment and software.
  6. Must be able to maintain organization within the office, with various storage areas, and with filing systems.
  7. Must be able to perform basic mathematical functions related to budget preparation and maintenance.
  8. Must be able to work with university and counseling systems hardware and software as needed.

 

PERSONAL INTERACTION:

Maintain regular contact with Associate VP of Student Health and Wellness, Assistant Director, UCS staff plus other departments and programs, including appropriate personnel and faculty to ensure that University Counseling Services functions effectively. Frequent interaction and personal contact with students, parents and the general public is typical.  Occasional interaction with highly agitated, depressed and/or suicidal students can occur.

 

QUALIFICATIONS:

Required qualifications include: strong interpersonal, organizational and communication skills; ability to work independently; high degree of professionalism and positivity; demonstrated proficiency in word processing and spreadsheet software (i.e. Microsoft Word, Excel); strong commitment to the development and welfare of students; ability to maintain strict confidentiality; and high school diploma or equivalent.

Preferred qualifications include: associate degree or college level coursework; minimum of 2 years of secretarial experience; proficiency in web design; and experience in budget management.

TO APPLY:

Submit a cover letter, completed staff application, resume, transcripts and contact information for three references. Applications may be submitted online at employment.truman.edu or by mail to:

Human Resources
Truman State University
McClain Hall 101
Kirksville, MO  63501

Questions may be directed to Human Resources at 660-785-4031 or hrstaff@truman.edu. Final candidates will be expected to undergo and successfully pass a background check.

Review of applications will begin September 16, 2020, and continue until position is filled.

Truman State University is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff.  Women, minorities, people with disabilities and veterans are strongly encouraged to apply.  In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, Truman State does not discriminate on the basis of age, color, disability, national origin, race, religion, sex (including pregnancy), sexual orientation, or protected veteran status in its program or activities, including employment, admissions, and educational programs.  Inquiries may be directed to the Institutional Compliance Officer, 660-785-4354 and titleix@truman.edu.

Truman State is committed to providing reasonable accommodation to qualified individuals with disabilities upon request.  To request this document in an alternate form or to request an accommodation, please contact Human Resources, McClain Hall 101,  100 E. Normal, Kirksville, MO  63501, 660-785-4031 or hrstaff@truman.edu.

 

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