Administrative Assistant

Administrative Assistant provides the overall front office and administrative support for the Counseling and Wellness Center (CWC). This position is responsible for maintaining the front office/waiting area and supporting the day-to-day CWC operations for the University.

Ranked by Niche as the second (#2) most diverse private college in Washington State in 2020. Saint Martin’s is extremely proud of our student diversity. Our university treasures persons of all abilities, ages, ethnicities, genders, nationalities, orientations, races, and religions. In particular, we know that students educated in an ethnically diverse settings perform better academically and reap greater professional success than their peers from more homogeneous learning environments. We proudly celebrate that our student population is 51% undergraduate and 32% graduate students of color. We are committed to pursuing an employee community which reflects a similar, if not the same percentage.

Therefore, we intentionally encourage and request that members of historically underrepresented groups apply to join this community. All of us, from all backgrounds, are making a commitment to do and be better for our students, faculty, and staff.

Established in 1895, Saint Martin’s University serves as the educational mission of Saint Martin’s Abbey. The Abbey is a Catholic Benedictine monastery, whose members pray, work, and live together on the University campus. As the mission is Catholic and Benedictine, one of our values is a spirit of hospitality welcoming all, regardless of an individual’s faith, religion, or spirituality.

Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include but are not limited to, the following.

• Greet visitors and answer telephone and emails, checking voicemail and outlook messages and responding to inquiries about general CWC practices; follow established CWC communication guidelines and confidentiality as per RCW 70.02.230
• Maintain order, confidentiality and neatness in lobby and office spaces; including reception and waiting room.
• Provide administrative and clerical support.
• Schedule appointments, using a software system.
• Overseeing the distribution, collection, and processing of new patient paperwork.
• Scan documents into electronic records software system.
• Assist students in completing CWC paperwork, as needed, while maintaining their privacy.
• Maintain electronic charts before and after scheduled appointments; prepare charts to ensure completion.
• Maintaining office supply inventory and ordering, as approved by CWC Director.
• Assist in creating reports as needed; including graphs and trend analysis.
• Assist in communicating with individual clients and university constituents as requested by center staff. Prepare educational materials; develop and update forms and standard letters, as requested by CWC Director.
• Other duties and projects as assigned by CWC Director.

COMPETENCIES
• Create a welcoming environment to clients by providing excellent, cheerful, ever helpful service. Use strong, positive customer service skills by gaining customer confidence and trust in making sure that needs are met.
• Stays apprised of current policies, legal and ethical issues in advising, transfer, and higher education; including the Family Educational Rights and Privacy Act (FERPA), HIPAA, and other relevant local state and federal educational, mental health care laws.
• Ability to work independently with minimal direct supervision.
• Ability to learn, understand, interpret, and adhere to state and federal privacy laws.
• Effective oral and written communication skills. Ability to communicate effectively with a diverse range of people in a variety of situations, including acute crisis and distress.
• Ability to work in an often-stressful work environment. May occasionally be required to deal with distraught people.
• Demonstrated ability to work effectively both independently and as part of a team.
• Must be flexible and willing to learn and adapt to changing work processes.
• Demonstrated ability to maintain strict confidentiality, professionalism, and integrity.
• Demonstrated ability to stay focused and perform a large variety of interrelated tasks with accuracy and attention to detail; while remaining flexible and accommodating new priorities and frequent interruptions.
• Must be supportive of a Catholic, Benedictine philosophy of education.

REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

• Bachelor’s Degree.
• Work experience in an office setting with a focus on exceptional customer service.
• Willingness to work virtually or face-to-face.
• Experience using of Microsoft Office and other relevant computer-based programs.
• Experience working with electronic health records, preferred.
• Successfully pass background check.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment. Physical demands include:
• Must maintain strict confidentiality relating to all issues in the department and Saint Martin’s University.
• Moves objects (less than 20 pounds) long distances (more than 20 feet).
• Ability to be mobile campus-wide for appropriate business needs.
• Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
• Reading, writing, speaking, hearing, standing, bending, sitting.
• Learning and comprehending.
• Requires visual concentration on detail.
• Manual dexterity and precision required for keyboarding
• Must be able to sit for long periods at a time at a computer
• May occasionally be required to deal with distraught people.
• Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
• Must be able to communicate effectively with people at all levels under stressful conditions.