Administrative Specialist

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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.

About the Position

This position is responsible for providing administrative support to the Counseling Service and the student health insurance program for Lewis & Clark students . This position also provides limited administrative support to Health Promotion and to the Health Service (during the summer months). This position has responsibility for responding to students who seek support for mental health concerns, and making decisions (based on protocol) to determine type of appointment and how quickly the student must be scheduled. Working in a busy office, the administrative specialist must think critically and creatively. Effective written and verbal communication, with a welcoming demeanor and a service-oriented attitude, are important skills. This position is also responsible for communication and day-to-day problem-solving related to questions about our student health insurance program (typical questions relate to options to waive or terminate insurance and how to locate information about benefits).

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers.

The current LCCSSA Bargaining Agreement can be found here: https://www.lclark.edu/unions/lccssa /

What You'll Do Student Service (40%)

• Serve as first contact for students with mental health concerns. Students are often in crisis situations and sometimes express risk to themselves or others. Schedule appointments for students, and for staff seeking consultation from counselors.
• Perform limited triage in urgent situations (students needing immediate assistance) and communicate effectively and appropriately with counseling staff regarding such students. Refer students to appropriate resources on- and off-campus.
• Manage client flow within the walk-in clinic, navigating resource limitations, student distress, and wait times, consulting with the Director of Clinical Services as needed.
• Provide high-quality customer service and support.

Facilitate Communication (20%)

• Answer high-volume telephone line and manage departmental email account. Collaborate with students, parents, Area Directors, Resident Advisors, faculty, various on-campus offices, and off-campus medical and mental health providers to explain services and assist students in accessing care.
• Maintain strict confidentiality in accordance with state privacy laws.

Administrative Support (15%)

• Provide administrative support to the Associate Dean of Students for Health and Wellness, and all counseling staff; effectively manage and prioritize the diverse needs of staff in these offices.
• Provide support to the office management of the Odell Health Promotion & Wellness suite. Provide limited administrative support to the Health Service during summer months.
• Assist Wellness Leadership team with data analysis, working with complex, sensitive, and confidential data.
• Assist in gathering and compiling periodic reports and end-of-year statistics.

Student Health Insurance Program Contact (10%)

• Serve as the initial point of contact on campus for students and parents/guardians for the Student Health Insurance Program. Work closely with student accounts staff, overseas programs and off-campus contacts to communicate accurate information about insurance coverage, costs, options, and benefits to students and their families. Screen complaints and special requests regarding insurance—responding to the initiating party and/or routing the concern to the Associate Dean.

Records Maintenance (10%)

• Use multiple electronic platforms/interfaces to support students, create and maintain student records, and perform other critical functions:
• Access, maintain, and accurately enter relevant information into electronic health records ( EHR) database to facilitate efficient exchange of information among Wellness Staff, including counselors and Health Promotion staff;
• Create templates that facilitate counseling staff’s ability to enter into and retrieve data from EHR database;
• Provide guidance to incoming students and their parents/guardians with their access to the EHR Patient Portal--clarifying regulations regarding immunization compliance, aid in accessing health history forms, and problem-solving technical difficulties;
• Create and modify forms to support the annual evaluation of services;
• Access and retrieve information in Maxient database; and
• Maintain and update the Counseling Service and Student Health Insurance websites.

Operations Support (5%)

• Manage office environment; oversee waiting area; handle purchasing, computer updates, travel processing, reimbursements, and check requests.
• Update Counseling Service forms yearly; compose new forms, tables, evaluations as needed.
• Update office procedure manual as needed.
• Maintain client records system under the direction of the Director of Clinical Services, and dispose of archived records in keeping with state law and the agency’s procedure for records maintenance.

Must Haves

• High school diploma plus 6 years of directly related job experience OR Associate's degree and 4 years of directly related job experience OR Bachelor's degree and 2 years of directly related job experience.
• Ability to create and maintain a respectful and welcoming environment for a diverse client population, including BIPOC students, LGBTQIA+ students, international students, students of various faith backgrounds, students with disabilities, and other students.
• Flexibility adapting to new technology.
• Demonstrated experience and proficiency with e-mail, word-processing, zoom, spreadsheet, and presentation software (Google suite).
• Proven success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Excellent customer services and interpersonal skills.
• Ability to maintain a calming demeanor in working with people in distress.
• Ability to maintain confidentiality of protected health information.
• Ability to prioritize tasks and maintain focus despite frequent interruptions.
• Ability to routinely and independently exercise sound judgment in making decisions.

Nice to Haves

• Ability to review systems and suggest efficiencies or improvement of workflow.

Work Schedule

• 37.5 hours per week
• Benefits Eligible: Yes

Pay Rate

• LCCSSA Grade 15

Physical Requirements

• The job works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions.
• Bending, twisting, climbing (stairs), standing, sitting, walking, grasping/gripping, pinching/squeezing, reaching, push/pulling, repetitive hand movements (e.g., typing), seeing, talking, listening ​

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

( https://www.lclark.edu/about/title_ix_compliance ).

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.