Position Summary:

The Administrative Assistant is part of the University Counseling Center (UCC) at Vanderbilt University and is a key individual contributor responsible for front desk operations and administrative/front desk support. This position will have strong professional service and communication skills, excellent organizational and critical thinking capabilities, and an ability to solve problems effectively. The Administrative Assistant also creates an inclusive and welcoming environment in the front desk area of the UCC. This is a full-time, non-exempt position, reporting directly to the Administrative Manager, serving as a primary administrative and operational liaison with internal and external departments/agencies. 

About the Work Unit:
The University Counseling Center (UCC) supports the mental health needs of Vanderbilt students, encouraging their work toward their academic and personal goals. Our highly skilled and multidisciplinary staff develop evidence-based treatment plans tailored to each individual’s unique background and needs by working together with students, campus partners, and community providers. The UCC also emphasizes prevention and education through collaboration and consultation focused on the development of the skills and self-awareness needed to excel in a challenging educational environment. We offer culturally responsive services in a safe and affirming space and are committed to engaging in an ongoing dialogue that provides our team with opportunities to grow in the context of their own cultural identity development. The UCC is committed to understanding the role of diverse experiences and backgrounds in order to best promote mental health and wellbeing in the lives of individuals and in our community.

About Student Affairs:
Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.

 

Key Functions and Expected Performance:

Administrative Support:

Serve as primary coverage for front desk operations, assisting with main phone lines and visitors. Greet students, appropriately check students in via electronic health record, and notify staff of student arrival to help create a welcoming atmosphere. Answer questions about the UCC, including, but limited to, its policies, procedures, types of appointments/services offered, groups, its website and other general questions, for the purpose of educating the Vanderbilt community (students, faculty, staff, parents, alumni) about the services
offered at the UCC. Schedule, cancel, and reschedule appointments for students, adding information to the appointment for clarification in the interest of providing quality care to the students and to provide up to date information to the provider.  Coordinate staff schedules for events, meetings and trainings. Schedule meetings with staff, campus partners, interviews, etc. with director and those involved in order to keep calendar managed. Utilize Microsoft Outlook email and calendar applications, Excel, and PowerPoint in support of UCC activities. Take notes and minutes for meetings as instructed. Maintain details on UCC website. Perform procurement duties for the department, including processing departmental purchases using a One Card and Oracle Purchasing, to ensure purchases and related reporting are processed timely and accurately in Oracle and in accordance with University Procurement policies. Assist with office organization and management, including attention to work rooms, waiting rooms, and break rooms to ensure the best quality experience for staff and students. Obtain Releases of Information (ROI) for students for medical records or communication purposes between student and other people, entities, campus partners, or outside providers to facilitate communication between the UCC and other parties legally. Work with investigators on securing background checks for students in order to facilitate the communication between the investigators and the appropriate Vanderbilt Medical Center or UCC staff member. Scan and index pertinent records and ROIs to student’s electronic health record to insure updated records for provider’s reference. Assist administratively with trainees’ recruitment and onboarding process in order to help make the process as seamless as possible. Execute opening and closing duties for the UCC. Plan menus and coordinate delivery of food for events at the UCC and other venues on campus. Set up and clean up for meetings, trainings and other events at the UCC so that there is a smooth transition between events for the providers.

Other Administrative Responsibilities:

Serve on divisional committees and working groups to enrich the experience and resources available to staff across the division. Participate in division wide events as needed (Move-In Day) to support colleagues and ensure these events run smoothly. Demonstrate a willingness to support colleagues across the division in order to encourage the implementation or fulfillment of divisional goals and strategic priorities.

 

Supervisory Relationships:
This position does not have supervisory responsibility, this position reports administratively and functionally to the Administrative Manager.

 

Education and Certifications:

An associate’s degree is necessary (experience may be substituted for education: basic qualification requirement on a 2:1 basis, i.e., 2 years of experience for each year of education required, but not attained). A bachelor’s degree in an appropriate area of specialization is preferred.

 

Experience and Skills:

At least three years of comparable experience is necessary. Proven customer service experience is necessary. Proven ability to maintain calendars and schedule appointments is necessary. Proven ability to prioritize and multi-task is necessary. Excellent interpersonal skills are necessary. Demonstrated ability to effectively interact with patients/ clients from diverse backgrounds is strongly preferred. Proven ability to work independently and in teams is necessary. Experience in higher education and within an office environment with confidentiality considerations is preferred. Thorough knowledge of Microsoft Office Suite.