Temporary Office Assistant

Position Summary:

The Office Assistant is a temporary position, 16-18 hours/week. The office assistant performs a variety of administrative duties including general office task, scheduling & reception, initial triage for all at first point of contact with clients. This position also provides general administrative assistance to the Director and Administrative Coordinator as needed. The position reports to the Administrative Coordinator.

Job Description:

Required Qualifications 

• A demonstrated commitment to diversity, equity, inclusion, and student success, as well as working with broadly diverse communities.  
• One year prior customer service experience or ability to demonstrate strong customer service orientation with sensitivity to the needs of others while exercising utmost confidentiality. 
• Strong skills and abilities in the areas of multi-tasking, prioritizing, remaining organized, and accomplishing tasks in a way that is detail-oriented and ensures quality of work 
• Experience with acting independently within given policies and procedures, and ability to take initiative 
• Demonstrated success in a team-oriented work environment. 
• Excellent verbal and written communication skills 
• Experience with computerized scheduling, data management, Outlook, Microsoft Word and Excel, and an ability to learn college computer applications.  
• Capacity and willingness to receive and respond to direction and feedback from multiple team members and uphold a growth mindset. 
• Ability to work within the Counseling Center environment and embrace its culture grounded in values related to belonging, transparency, sustainability, and teamwork 

 Preferred Qualifications  

• One year of experience in an educational, healthcare or counseling-related field 
• Experience and comfort with communication with others who in are emotionally escalated or distressed 
• Familiarity with basic symptom & behavior screening of clients in crisis situations and ability to prioritize need based on such screening 
• Effective interpersonal skills and the ability to collaborate with and respond to multiple constituencies both at the college and in the community 

• Demonstrated extensive involvement with, and understanding of Native American, Black, Latinx and/or LGBTQIA+ communities 
• Demonstrated abilities in leadership, openness, and flexibility 
• Personal skills of stress tolerance, non-defensiveness, and ability to receive and respond to feedback 

Duties  

• As the initial point of contact for the department, provides excellent customer services and greets visitors (students, families, FLC employees) to determine the purpose of their visit and respond accordingly. This includes initial triage of student mental health concerns and needs through thorough questioning, observation, and intuition to determine how soon a client needs to be seen and the best counselor for the client and can include broadly interpreting behavioral health screening instruments. 
• Answer and screen all calls for the department and independently act on those calls, including taking messages for counselors and conveying customer concerns in an appropriate and timely manner. 
• Schedule Maintain office schedules for 9 clinical staff members, 1 psychiatry provider, and up to 9 part-time graduate intern volunteers by scheduling, rescheduling, and canceling appointments, and sending daily appointment reminders. 
• Manage the scheduling, spreadsheet, and other necessary paperwork for Behavior Assessments in collaboration with Housing Department, while ensuring confidentiality of client records  
• Prioritize schedules and deadlines to ensure that client and staff needs and other duties are properly completed . 
• Maintain an orderly appearance in the reception area and the group room. 
• May provide other administrative support to the Director and Administrative Coordinator. 
• Receive feedback and demonstrate willingness to learn and grow. 
• Maintain confidentiality in all interactions. 
• Maintain client information according to state ethical guidelines. 
• Maintains knowledge and awareness of digital accessibility including the American with Disabilities Act and Section 50. 

• Produces and remediates digitally accessible materials in accordance with FLC standards. 
• Perform other duties as assigned. 

The successful candidate will be required to pass a background check.  

Work Environment: 

The work environment characteristics described here are representative of those that an employee can expect while performing the essential functions of this job. Reasonable