Administrative Assistant
Location: Tulsa, OK, United States · Reference: 412
JOB SUMMARY :
This full-time position reports to the Director of the True Blue Neighbors
Behavioral Health Clinic. This Person has direct contact with clients and
community members, and their primary responsibility is to assist the Clinic
Director in the daily operation of the clinic, including administrative tasks,
training of students and staff, and managing the clinic's budget and
purchases. In addition to the clinic daily operations, oversees and develops
the work study position(s) at the clinic.
ESSENTIAL FUNCTIONS (RESPONSIBILITIES):
Serve as the primary administrative support professional for departmental
training clinic. Answers main phone line, takes messages, checks voicemail
and responds to calls, manages reminder calls/texts, coordinates client
and staff communication regarding appointments.
Greet clinic clientele and visitors; check in clients for their
appointments; provide exceptional customer service to clients, potential
clients, and visitors to the clinic.
Provides brief information about the clinic and clinic services to the
general public, both in-person and over the phone.
Manages the undergraduate work study student position(s), including the
recruitment, training in administrative tasks, work monitoring and
delegation.
Monitors and manages several physical and electronic inventories important
to clinic functioning.
Develop and maintain effective working relationships with staff, practicum
students, and supervisors, and coordinates communication regarding
scheduled, rescheduled, cancelled, and missed client appointments with all
relevant parties.
Monitors and enters new client information into electronic health records
system, scheduling system, and eFax portal.
Assists in the training and monitoring of students in their various roles
at TBN-BHC to ensure adherence to clinic policies and client information
is kept secured; Manages access to the clinic for all students, staff, and
supervisors and assists in their on- and off-boarding.
Assists in developing and organizing clinic administrative records and
policies, both in physical and electronic forms (e.g., using Microsoft
SharePoint).
Assists the Director in facilities operations, including the development
and implementation of new forms and policies.
Assists the Director with the management of clinic expenses and operating
budget; completes purchases and manages documentation of clinic purchases
using a university ProCard and abiding by university purchasing rules and
guidelines.
REQUIRED QUALIFICATIONS:
Excellent customer service skills
Well-developed organizational skills
Proficiency using a PC and Microsoft Office Suite, especially Word, Excel,
and Outlook
Ability to work with diverse groups of people, including clients,
students, faculty, and community members
Ability to handle a sometimes busy work environment
Ability to maintain a high level of confidentiality.
PREFERRED QUALIFICATIONS:
Fluency in both English and Spanish; Experience with interpretation and
translation of documents between English and Spanish
Experience with scheduling systems and/or electronic health records
systems.
Experience in a clinical or confidential work environment, including
experience keeping records and information about clientele secure and
following relevant state and federal laws (e.g., HIPAA).
Experience with budget software and managing purchases.
Knowledge/Skill/Ability Equivalent Education/Experience
Excellent customer service skills.
Well-developed organizational skills.
Proficiency using a PC with a variety of software packages, including
Microsoft Word, Excel, and Outlook.
Strong communication skills, including in-person communication, over the
phone, and electronic communication (e.g., email).
Ability to work with diverse groups of people, including clients,
students, faculty, and community members.
Ability to maintain a high level of confidentiality.
Proficiency or ability to quickly learn about clinic budget and purchasing
guidelines.
A high school diploma or equivalent
Two to three years secretarial/ administrative experience
NOTE: The essential job functions and associated qualifications
contained in this document describe the general nature and level of the work
performed. They are not intended to represent an exhaustive listing or be
inclusive of all aspects of the job. The tasks and procedures involved in the
performance of the essential job functions may vary from day-to-day. Major
changes in areas of responsibility may occur, as directed by management, and
will require revision of this job description.
