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Administrative Assistant II

Employer
Washington and Lee University
Location
Virginia, United States
Salary
Salary Not Specified
Date posted
Apr 11, 2023


Job Description:

Provides administrative support to facilitate the work of the University Counseling Center (UCC). Manages the operations of the UCC office. Works regular hours from mid-August through mid-June.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:
  • Manages phone, mail, e-mail and fax communications to the UCC. Answers phones, greets visitors, opens and distributes mail, complies with requests for information, forms, etc. Provides verbal and/or written responses to inquiries from students, parents, the public, employees, vendors, etc., regarding a variety of questions.
  • Schedules appointments for students with UCC providers; conducts patient check-in/check-out for visits; updates insurance information when needed for referral and prescriptions; ensures that visits are entered and completed in schedule software; assists with scheduling referrals and facilitating prior authorization for services and prescriptions.
  • Develops and coordinates office processes. Maintains departmental files and records, following standards for length of file retention as posted by General Counsel. This includes confidential UCC medical records.
  • Maintains calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary travel reservations and itineraries. Manages all receipts and business office travel documents.
  • Maintains and reconciles budgets for departmental, institutional or work unit accounts; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for supervisor and authorizes payments within prescribed limits; makes recommendations for purchases. Orders office supplies.
  • Completes forms and documents. Prepares reports, presentations, mailings, etc. (including using word processing, electronic mail, desktop publishing, dictation, transcription, etc.), and/or modifies, maintains, or creates spreadsheets and databases for analyzing or managing data including clinical utilization reports mid-year, year-end and as requested. May perform calculations and computations, including basic statistical and/or data analysis and account reconciliation. Reviews reports or budgets and compares to standards; identifies and documents variances.
  • Where appropriate, prepares and drafts correspondence on behalf of department, prepares documents or reports and/or researches administrative issues and provides analysis or summary. Produces correspondence following standard letter writing etiquette, reviewing drafts for grammar, spelling, punctuation and content.
  • Schedules departmental functions and coordinates refreshments or food where necessary. Works with University Catering and outside vendors and plans setup with University Facilities. Organizes events, planning and organizing conference and group meetings, and arranges for travel and hotel accommodations for group visitors.
  • Serves as an advocate for the department and program, becoming well integrated within the broader activities of the department and program and developing a good grasp of the department’s and program’s roles within the overall University mission and structure.
  • Other duties as assigned.
Work Schedule: Monday - Friday 8:30 A.M. - 5:00 P.M. This position works 10 months out of the academic year.

Minimum Qualifications:
  • A High school diploma or equivalent is required (Associate’s Degree preferred)
  • Experience working in an administrative support role or a combination of education and experience which would provide a similar level of skill
  • Strong records maintenance skills
  • Proficiency, or the aptitude to acquire skills, in Microsoft Office Suite, Mac/Apple systems, Adobe Acrobat, Workday and other applications applicable to the office
  • Ability to maintain confidentiality
  • Ability to communicate effectively, both orally and in writing
Application Instructions : Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

Position Type:

Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$19.58 - Pay Commensurate with Experience

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