Counseling and Psychological Services / Accessible NU Assistant - Program Assistant 2
May 18, 2018
The Program Assistant 2 provides a variety of full-time clerical & administrative support for Counseling and Psychological Services Chicago (estimate 75%) and Accessible NU Chicago (estimate 25%) which may include, using a student accommodations database and an electronic patient management system: schedule patient triage, intake, crisis and psychiatric appointments for students. Check-in students for appointment at CAPS and ANU, assisting with paperwork as necessary. This position handles crisis calls from students, parents, faculty and staff and refer to emergency on-call counselor. This role requires processing of paperwork and financial documents necessary for note-taker payment. The Program Assistant 2 completes basic bookkeeping, ordering supplies, opening and sorting mail, copying, filing, faxing, answering multi-line phone, greeting visitors, providing information and/or scheduling meetings. Preparing agendas and making arrangements including travel, etc. for meetings and special events; and/or managing supervisor's and/or department calendar. Drafting and typing letters, reports, data entry, charts, graphs, etc. using word processing, spreadsheet, database, and/or presentation software.
Please Note: For full consideration, please include a cover letter. Hours for this position are Monday-Friday 8:30 AM – 5:00 PM
Enters, tracks, & maintains documentation & logs of financial transactions.
Ensures that charges have posted to appropriate accounts.
Assists with reconciliation of accounts.
Reviews budget statements.
Investigates & resolves discrepancies.
Prepares budget reports & spreadsheets.
Completes routine payroll actions.
Maintains inventory and orders supplies
Resolves payment and delivery problems
Processes invoice payments, etc.
Processes a limited variety of routine HR transactions.
Provides information on HR policies & procedures.
Coordinates supervisors’ and/or dept. calendar.
Coordinates registration & travel arrangements.
Match note-takers with students needing them
Assist note-takers in uploading their notes
Add notes regarding contacts with or about ANU students
Arranges for routine technology and refreshment for meetings.
Coordinates events which may include scheduling rooms &/or guest speaker & arranging for routine materials, technology & refreshments.
Uses scheduling software to schedule triage, intake, crisis and psychiatric appointment for students.
Retrieves overnight messages-promptly relay messages to staff or daytime on-call counselor as necessary.
Sends messages regarding counselors out of the office and reaches out to clients impacted
Answers phones, routes callers, takes messages.
Provides information via phone, e-mail, mail, etc.
Greets visitors, responds to inquiries, requests, and provides routine information
Contact repair personnel as requested for copy machine, equipment, etc.
Represents supervisor in routine/standard situations with various levels of personnel both internally & externally.
Answers multi-line phone and coordinates messages and flow of information to appropriate clinical staff.
Uses discretion and tact to handle crisis calls from students, faculty, and parents
Contacts on-call counselor/schedules appointments as necessary.
Notifies after-hours counseling service of on-call schedule changes
Contacts facilities management for department work orders.
Guides students through admissions process.
Advises students of major/minor requirements.
Reviews student files/records for academic progress & referral.
Check-in students for appointments; assist with appropriate paperwork as necessary.
Assists with presentations and advertising materials for outreach programs.
Reviews forms for completeness, etc.
Sets-up and maintain records.
Applies knowledge of federal & state regulations.
Interprets existing policies & procedures; etc.
Coordinates work of receptionists, program assts, temporary/work-study students, etc.
Performs other duties as assigned.
A high school diploma or equivalent required.
2 years of administrative support or other relevant experience required.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.
Excellent College degree and/or administrative support experience in a counseling or mental health clinic.
Excellent customer service skills.
Preferred Qualifications: (Education and experience)
College degree and/or administrative support experience in a counseling or mental health clinic.
Preferred Competencies: (Skills, knowledge, and abilities)
Commitment to providing a high level of service and working in a team environment
High degree of professionalism
Familiarity with general business practices
Attention to detail
Ability to handle confidential information with utmost discretion
Excellent interpersonal, oral, and written communication skills
Ability to handle multiple tasks simultaneously and under tight deadlines
Ability to be flexible and adjust to the changing priorities of the office
Excellent oral and written communication skills
Project management skills
Strong analytical and organizational skills
Analytical and critical thinking skills
Ability to work on multiple projects simultaneously, set priorities, and meet deadlines
Regularly monitors customer satisfaction and provides suggestions to improve quality and value to the customer.
Effectively performs duties and responsibilities with attention to detail while demonstrating support for organizational policies.
Effectively performs duties and responsibilities with attention to detail and support for organizational policies.
Demonstrated energy and desire to achieve and ability to take action that no one has requested to improve or enhance job results and avoid problems.
Ability to plan, organize and schedule in an efficient, productive manner and target projects or initiatives that require special attention and focus on key tasks when faced with limited time and/or resources.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 33603
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.