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Job ID: 158645

Administrative Support Specialist II - Admin
Auburn University

Date Posted May 12, 2021
Title Administrative Support Specialist II - Admin
University Auburn University
Auburn, AL, United States
Department Human Devlmnt Family Science
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services

Job Summary
The Office Administrative Assistant is vital to the Marriage and Family Therapy Program and Center in the Human Development and Family Science Department. The Office Administrator maintains and improves program functioning and effective delivery of services. An energetic person committed to supporting a team of professionals offering relational and mental health care to the tri-county region will be most effective in this position. The Office Administrator directs the daily functioning of the Center in a positive and healthy work environment that serves clients and moves students through a rigorous and fast-paced program. The position is ideal for growth and development.

Essential Functions
Responsibilities include but are not limited to the following:

  • Acts as Office Administrator: Is the liaison and receptionist for the Center; interfaces with the public, clients, students, and future students;
  • Maintains electronic medical records (EMR) database and scheduler: Effectively knows how to track and manage client care using an EMR system. Audits therapist files and ensures the confidentiality of communications and record keeping. Also, tracks therapist caseload and ensures ethical record-keeping.
  • Performs basic accounting: Maintains program budget; calculates, posts, and verifies financial statements, reports, contracts, purchase orders, and vouchers. Also collects and deposits cash, checks, and other negotiable instruments;
  • Has intermediate to excellent proficiency in Microsoft Excel and Word: Also knows how to operate standard office programs such as Teams, Adobe, and Qualtrics.
  • Ability to track and organize data efficiently: Tracks clinical appointments, completes reports and composes correspondence. Also provides clerical support for Auburn University, COAMFTE annual accreditation, and re-accreditation reporting;
  • Professionally communicates with clients: Good on the phone with potential and current clients in crisis. Professionally interacts with students and alumni using various platforms such as Box, Facebook, Zoom, email, and telephone; coordinates program web page changes and completes data entry. Prepares transcribes, and synthesizes student anonymous and exit interviews. In addition, professionally interacts with alumni to track ongoing reporting data, alumni survey data to maintain alumni communication and a database for accreditation and reporting.
  • Supervises clinical interns: Works with clinical interns, work-study, and practicum students whose job activity is related to clinic functioning. Collects work logs and supports the work process related to data collection and cleaning.
  • Communicates essential matters with the Program Director: A critical thinker who can suggest actual webpage, Facebook, and handbook changes and updates. Is self-motivated and active seeker of instruction when needed, with the ability to self-direct to work on longer-term duties (monthly, tri-annual, and annual) while problem-solving. Is good at taking notes in meetings.
  • Tracks and orders office supplies: Ensure that office supplies, materials, and equipment are ordered. Processes work orders and operates office equipment including copiers, scanners, fax machines, etc.;
  • Assists in setting up/coordinating special events: May help with workshops and conferences and potentially advertise at health fairs.

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