Administrative Specialist

Title: Administrative Specialist

Employee Classification: Administrative Specialist

Campus: University of North Texas

Division: UNT-Student Affairs

SubDivision-Department: UNT-AVP Health and Wellness

Department: UNT-Counseling & Testing-160730

Job Location: Denton

Salary:$35,000.00

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview:

Department Summary

Counseling & Testing Services consists of two inter-related parts: The Counseling Center and Testing Services. We exist to serve the students and community of UNT in support of the mission of the University. Through our Counseling Center services, we strive to support the academic success and general well-being of UNT students through professional counseling, career counseling, consultation, mental-health screenings, educational programs and self-help resources as well as referral services. We offer to consult with Students, Parents, Faculty and Staff who may be concerned about a UNT student (while still respecting the confidentiality of our clients). With client permission, we often work closely with physicians and psychiatrists, the Career Center, Office of Disability Access, and many other helpful resources in order to provide the best overall care. Our Testing Services provides a wide range of services including traditional admissions testing, computer-based testing, career testing, and many other tests.

Position Overview

To serve as initial department representative, maintaining confidential scheduling, client data and statistics as well as performing general office functions. Provide backup support and works closely with the Administrative Coordinator.

Minimum Qualifications

Associate's degree and three years' of moderately responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training.

Knowledge, Skills and Abilities

Exceptional customer service skills. Intermediate Microsoft Office skills. Knowledge of accounting/budgeting procedures. Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others. Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats. Ability to conceptualize, plan and organize multiple assignments effectively. Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness. Skill in developing and maintaining good working relationships. Knowledge of policies, practices, procedures and terminology of assigned function.

Preferred Qualifications

The preferred candidate will possess the following additional qualifications: Bachelors degree Previous experience in a college counseling center or other health care clinic Proficient in Titanium Software Proficient knowledge of Microsoft Office Exceptional interpersonal and communication skills Ability to multitask Ability to establish and maintain effective working relationships Ability to lift boxes weighing up to 20 pounds and climb stairs

Required License/Registration/Certifications

Job Duties:

• Answer telephones promptly and professionally while maintaining confidentiality . Accessing needs of the caller and making appropriate appointments and referrals. Communicates empathy and care towards callers needs.
• Keeps Titanium schedules updated. Communicates any scheduling changes or crisis needs with appropriate staff as indicated.
• Continually assess waiting room volume and acuity and informs Administrative Coordinator of current needs for additional support.
• Ensures each client completes appropriate paperwork and client information is entered accurately in Titanium. Assists clients as needed. Informs Counselors if student is having difficulty completing paperwork in a timely manner.
• Completes Titanium administrative duties as assigned to include: ensuring accurate daily client list is generated, approving Incoming Data, sending text and email reminders daily to clients, and indicating no show or attended status.
• Provides assistance to students for in office and remote Telehealth sessions. Creates meeting links in HIPAA compliant Zoom for these remote sessions as indicated and sends appointment link to clients.
• Following CTS and HIPAA policies, maintains confidentiality including scanned documentation in Titanium.
• Provide backup to the Administrative Coordinator in the following areas: ordering office supplies, purchasing, student worker assignments, editing CTS website, and miscellaneous tasks as needed.
• Assist in helping in the general upkeep of the office.
• Assist the Testing Center as needed, providing virtual and in person proctoring.
• Professionalism. Promptness for all meetings and scheduled work hours. Keeps supervisor informed of absences, lateness, or schedule conflicts. Maintains Titanium Schedule to reflect work schedule accurately. Participates in department committees as assigned. Maintains positive work relationships. Responds to emails by the end of the next business day. Submits timesheets weekly. Reliable attendance. Maintains professionalism when responding to emails and/or feedback

Work Schedule:

Monday - Friday 8am - 5pm

Driving University Vehicle:

No

Security Sensitive:

This is a Security Sensitive Position.

Special Instructions:

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted.

Benefits:

For information regarding our Benefits, click here.

EEO Statement:

The University of North Texas System is firmly committed to equal opportunity and does not permit -- and takes actions to prevent -- discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, genetic information, or veteran status in its application, employment practices and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities, facilities and employment practices. The University of North Texas System promptly investigates complaints of discrimination, harassment and related retaliation and takes remedial action when appropriate. The University of North Texas System also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist or participate in an investigative proceeding or hearing.