Job description

The Secretary for the Counseling Center fulfills the mission of the Counseling Center and the University by creating a positive, uplifting culture in the reception area, ensuring that clients and guests feel they are welcome, and providing clerical and administrative support. 40 hours/11 months
Essential Duties and Responsibilitiesinclude the following. Other duties may be assigned.

• Primary responder and screener for incoming calls. Corresponds and responds to calls, voicemails, and emails independently.

• Promptly greets and directs clients, providing them with the necessary paperwork for appointments, while ensuring all forms are completed, and the client is checked in a timely manner.

• Responsible for scheduling counselors, student workers, and counselor rooms.

• Maintains confidential documents, records, and client files.

• Communicates through messages to clinicians and staff. Provides notifications in a timely manner.

• Prepares and composes reports, compiles data, and provides stats on the Counseling Center.

• Responsible for taking inventory of office supplies and communicating with the Office Manager when replenishment is necessary.

• Assists with payroll preparation for trainees and associates, bi-monthly, in conjunction with the Office Manager.

• Coordinates hiring and interviewing of student workers, in conjunction with the Office Manager. Responsible for training, supervising, and scheduling student workers.

• Receives and distributes incoming mail.

• Coordinates surveys for measuring the efficiency of the Counseling Center.

• Assists the Office Manager in the coordination of support groups, counselor trainings, and other events.

• Cross-trains with the Office Manager to provide support in the office Manager’s absence.

• Monitors client loads, room use, and updates clinician schedule changes.

• Provides administrative support for events, special projects, and staff meetings.

• Presents a positive, supportive image of the Counseling Center, California Baptist University, and Christian Higher Education.

Supervisory ResponsibilitiesThis position is responsible for assigning work and/or giving direction to part-time Student Workers, in order to complete work assignments.
Other Knowledge Skills and AbilitiesTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Ability to maintain confidentiality.
• Skill in the use of computers and related software applications.
• Thorough knowledge of Business English and arithmetic; general office methods, procedures, and practices.
• Ability to read and write at a level appropriate to the duties of the position.
• Ability to create, compose, and edit written materials.
• Ability to make administrative/procedural decisions and judgments.
• Ability to gather data, compile information, and prepare reports.
• Strong organizational skills and detailed oriented.
• Ability to plan, develop, and coordinate multiple projects.
• Strong interpersonal and communication skills.
• The ability to work effectively with a diverse clientele, staff, and student body.
• Excellent telephone courtesy knowledge and experience.
• Ability to coordinate and organize meetings and/or special events.
• Ability to develop and maintain recordkeeping systems and procedures.
• Ability to train and lead.

Education and/or ExperienceHigh school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
Posting Detail Information

Open Date
12/15/2022

Remove from Web

Open Until Filled
Yes

Special Instructions to Applicants

Nondiscrimination Statement
State and Federal law permit California Baptist University to discriminate on the basis of religion in order to fulfill its purpose. The University does not discriminate contrary to either State or Federal law.

Quick Link to Posting
https://jobs.calbaptist.edu/postings/7564

Job Type: Full-time

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