Administrative Assistant

Job Title

Administrative Assistant

Job Description Summary

Haverford College invites applications for our full-time (40 hours per week/39 weeks per year), non-exempt, benefit-eligible Administrative Assistant opportunity.

Job Description

Haverford Offers Great Benefits:
The College offers a comprehensive benefits program that includes possible work-from-home opportunities, automatic 10% retirement contribution to your retirement account upon eligibility (no match required), a 50% tuition benefit for dependent children upon eligibility, 14 paid holidays (including the week before New Year’s Day off), Health Savings Account contribution of $700 for individuals and $1400 for families (no match required), affordable medical plans, and a beautiful arboretum campus with walking trail and easy public transportation access. Please visit the Benefits page (https://www.haverford.edu/human-resources/benefits) for more information.

Work Location: Due to the nature of the work, this position is on-site, and is not eligible for a hybrid work.

About Counseling and Psychological Services

The staff, trainees, and contractors at Counseling and Psychological Services (CAPS) are committed to providing counseling services that honor the needs, strengths, and identities of Haverford’s increasingly diverse student community. CAPS recognizes how structural and systemic racism, societal oppression, and multiple intersectional identities not only have a negative impact on the well-being of our community but also challenge and complicate the models which have historically been used to define “mental health” and to guide treatment. As such, we work to be sensitive and responsive to differing needs that may emerge by not having just one set approach to the therapeutic relationship. Further, we intentionally and actively develop therapeutic practices and services, programming, and training that contribute to the promotion of social justice, inclusivity, and equality. More information can be found at: https://www.haverford.edu/counseling-psychological-services/about/mission-statement.

About the Position
The Administrative Assistant (AA) to the department of Counseling and Psychological Services (CAPS) serves as administrative support and primary point of contact for our day-to-day operations. This involves frequent interaction with both members of CAPS, including senior staff, trainees, and independent contractors; as well as with Haverford students, parents, and various campus stakeholders (i.e. student life division, human resources, business office, and so forth). The AA is centrally responsible for scheduling and coordinating a high volume of appointments for Haverford student-patients with our upwards of 30 clinicians. This requires excellent organizational and communication skills, sound judgment in maintaining confidentiality, and an ability to learn and navigate our electronic record and scheduling system. In addition to scheduling, the AA is responsible for maintaining our clinical waiting room and office supplies, helping to coordinate programming involving both on and off campus presenters, coordinating the onboarding of new hires and contractors, and interfacing with the business office to process frequent reimbursements and payments. The AA is an essential component of CAPS and serves as a crucial resource to staff and students alike. 

Primary Responsibilities

• Schedule students’ appointments with clinical staff (i.e., CAPs counselors, psychotherapists, psychologists) for individual, group, and drop-in sessions, by interfacing with Titanium, our electronic health record and scheduling systems
• Communicate confidentially, clearly, and directly with students and clinical staff regarding appointment scheduling, canceling, and rescheduling
• Communicate respectfully and thoughtfully with students, in a way that holds in mind that they are often experiencing emotional suffering

• Maintain a professional and responsive attitude towards students and other stakeholders
• Participate in the protection of confidential records and the maintenance of such records
• Maintain the waiting room and office spaces in appropriate and inviting fashion
• Onboard clinical trainees, new staff, and independent contractors by collaborating with human resources and informational technology services

• Submit receipts and invoices from independent contractors and staff for reimbursement

• Liaise with other departments in student life as appropriate
• Support service operations and coordination, in