Dept Number/Name: 0-0415-000 / Counseling Center
College Division: Stud Affairs-Wellness
Salary Plan: Staff
Job Code/Title: 2204 / Administrative Specialist
Hiring Salary/Salary Range: $38,000 – $47,000
Position Number: 00027692
ORGANIZATIONAL SUMMARY:
The Counseling Center is a critical component of Student Success at the University of South Florida, located in beautiful Tampa Bay on Florida’s spectacular west coast.
The Counseling Center strives to support the mental health and well-being of the 44,000 enrolled graduate and undergraduate students at the USF Tampa campus. Through the provision of high quality clinical services and evidenced-based practice, innovative outreach, consultation, and education, the Counseling Center is recognized and valued for its contribution to the success of an exceptionally diverse student body. The Counseling Center, with a dedicated, energetic, and motivated team of 30 multidisciplinary professionals including licensed psychologists, licensed mental health counselors, licensed clinical social workers, licensed marriage and family therapists, and administrative support personnel is accredited by IACS and has an APA-accredited doctoral internship and APPIC affiliated post-doctoral fellowships. The Counseling Center is committed to a team approach to client care across all staff. With a thriving and growing group therapy program, interdisciplinary training programs, and ongoing consultation opportunities, the Counseling Center is seeking an administrative specialist with a commitment to excellent customer service, an appreciation for diversity, and who would enhance the diversity and resources of our staff.
POSITION SUMMARY:
This position coordinates the Counseling Center’s administrative support functions, and provides primary administrative support to the Leadership Team of the Center. Supervises the Staff Assistants and Client Services Assistant. Responsible for system administration of the Center’s electronic health record. A portion of the responsibilities includes providing back up coverage to the Staff Assistants and Client Services Assistant.
RESPONSIBILITIES:
Serves as communications liaison to Resource Management, Human Resources, IT, Physical Plant. Serves as a contact for payroll and purchasing. Responsible for P-Card purchases, processing and reconciling purchase orders, coordinates travel and travel arrangements for all staff.
Assists the Leadership Team with maintaining/updating policies and procedures for the clinical practice. Assists with updating and disseminating department information for the department’s website and digital and print promotions. Responsible for recording and circulating minutes for all business meetings of the Center.
Assists the Leadership Team with the management of all aspects of the Electronic Health Records (Titanium and EPIC). Responsible to monitor the flow of confidential client information to and from the Counseling Center as per Procedural Guidelines of the Counseling Center.
Assists the Leadership Team in the recruitment and appointment of staff and trainees. Assists with the development and organization of the orientation for all staff and trainees. Submits key requests, obtains department alarm access codes and maintains record of issuance, orders name badges. Creates and maintains all employee files.
Supervises Staff Assistants and Client Services Assistant. Oversees all aspects of front desk operations.
Performs other duties as assigned.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a high school diploma or equivalent, with at least four years of experience in an office or administrative support position. Additional education may not be substituted for this experience requirement.
FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor’s degree.
PREFERRED:
Prefer an Associates Degree. Competency in Word, Excel, Power Point, and Box. Prefer knowledge of: Office Administration/Management; Electronic Medical Records; Computer Applications; University Computer Programs; Department Policies and Procedures ; Time Management Skills and Basic Math.
SPECIAL SKILLS/TRAINING:
Office Administration/Management, Computer Applications, University Computer Programs, Electronic Health Record Management, Department Policies and Procedures, Time Management Skills, Basic Math Skills.
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