Administrative Coordinator

Lewis and Clark College
Oregon, United States
Salary Not Specified
Feb 16, 2021
Employment Level
Employment Type
Part Time
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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

This position supports Lewis & Clark Problem Gambling Services (PGS) by overseeing the administrative work of the program, assisting with quality assurance of client charts, maintaining weekly and monthly reports, assisting program director with billing, aiding in outreach and promotional events, orienting new student clinicians and volunteers, and coordinating with the Lewis & Clark Community Counseling Center regarding clinic space and supply needs.

The Administrative Assistant will work under the direct supervisory and administrative authority of the Lewis & Clark Problem Gambling Services Director and will collaborate with the Director closely. This position is supported by Multnomah County Health Department, Mental Health & Addictions Services Division which allocates funds for problem gambling services. Continuation of employment is dependent on continued funding by Multnomah County Health Department.

The Lewis & Clark Problem Gambling Services (PGS) clinic shares space with the Lewis & Clark Community Counseling Center (LCCCC) and works closely with the LCCCC Director. Both PGS and LCCCC are grounded in a strong commitment to social justice, providing therapy to underserved populations, and practicing anti-racist services. PGS is looking for a colleague who shares this commitment and who works collaboratively with the team.

LCCSSA POSITIONS - This position is represented by the Lewis & Clark College Support Staff Association (LCCSSA) Local 4912 of the American Federation of Teachers (AFT).

The Bargaining Agreement may be accessed online at .

Job Summary

Administrative Support

  • Assist Director with development of administrative processes to ensure operational efficiencies

  • Take meeting notes for staff meetings

  • Track and manage clinic needs and supplies

  • Update and edit clinic manuals and policies

  • Support Director in responding to clinic emails

  • Assist director in preparing paperwork for state and county audits and reviews

Data and Paperwork Management

  • Support PGS Director with intake and discharge paperwork submission

  • Collaborate with Herbert & Louis representative to assist with troubleshooting paperwork submission issues or corrections

  • Support PGS Director in quality assurance of client files

  • Collect session and clinic utilization data and provide weekly report to director

  • Assist in collecting and reporting client outcome data

  • Assist in managing important data including staff Caseload Summaries, Intake referral List, and Variance Log


  • Assist PGS Director in preparing client charts for monthly billing process

  • Support PGS Director in submitting billing and encounter data to the county and state

  • Oversee monthly and yearly encounter reports

  • Assist Director in reconciling denied billing claims

Orient, Train, and Oversee Graduate Assistants and Volunteers

  • Assist in developing training materials for clinic graduate assistants and volunteers

  • Train clinic graduate assistants and volunteers in clinic operations

  • Provide operational supervision to clinic graduate assistants and volunteers, including setting and managing their schedules

  • Ensure that graduate assistants and volunteers complete tasks in at timely and effective manner

Outreach Events and Client Finding Efforts

  • Manage the clinic email to help with client outreach and referral pathways

  • Assist with coordinating and planning client outreach events

  • Support Director with clinic promotion and advertising

Communications Management

  • Aid communication between directors, faculty, supervisors, and students

  • Aid in editing and distributing PGS internal and external documents Aid in updating and editing supervisor and clinic manuals

Minimum Qualifications
  • High School Diploma or Equivalent and 4 years of directly related job experience; or associates degree and 3 years of directly related job experience; or bachelor's degree and 2 years of directly related job experience.

  • Administrative office experience - 3 years.

  • Ability to multitask, problem solve, and prioritize multiple projects in a high volume, service-oriented environment while under pressure to meet deadlines.

  • Sound decision-making skills.

  • Excellent interpersonal and diplomacy skills, including empathy and professional client service orientation.

  • Excellent organizational skills and demonstrated ability to perform detailed work with a high degree of accuracy.

  • Demonstrated strong oral and written communication skills.

  • Ability to work with complex and sensitive data and to maintain confidentiality. Discretion, personal integrity, and superior ethics. This position deals extensively with confidential and sensitive information covered under federal FERPA and HIPPA guidelines.

  • Ability to work in a clinical setting.

  • Ability to carry out responsibilities in alignment with the social justice mission of the Graduate School.

Preferred Qualifications

  • Associate degree (A.S., A.A.) or two-year technical certificate (or 2-3 years of College)

  • Experience and expertise developing and managing data systems and generating reports.

  • Experience in billing and reconciliation of claims.

  • Demonstrated ability to successfully interface with clients in a clinical setting.

Work Schedule

  • 20 hours per week

  • Benefits Eligible: Yes

Pay Rate

  • $24.11/hr

Physical Requirements

  • Bending, Crawling Kneeling/squatting, Twisting,Climbing - stairs, Standing, Driving, Sitting, Walking, Grasping/gripping, Pinching/squeezing, Reaching, Pushing/pulling, Repetitive hand movements (e.g., typing), Seeing, Talking, Hearing

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

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Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

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