A Graduate School of Education, Health & Psychology
Union 2110- Grade 8
Posting Summary:
The Dean Hope Center for Educational and Psychological Services (DHCEPS)
at Teachers College, Columbia University, is seeking a full-time Secretary to
provide administrative support and ensure the smooth operation of a fast-
paced, high-traffic training and service center. DHCEPS serves as the in-house
training facility for graduate students in the Clinical, Counseling, School
Psychology, Reading Specialist, and Special Education programs.
Job Summary/Basic Function:
Reporting to the Associate Director, the Secretary will provide comprehensive
administrative and clerical support to ensure the efficient operation of the
Center. The incumbent will serve as the first point of contact for clients,
students, faculty, and visitors, managing front-office operations,
coordinating communications, and supporting the Center's academic and clinical
functions. This role requires exceptional organizational skills, discretion,
and the ability to manage multiple priorities in a fast-paced environment with
frequent in-person, phone, and email interactions.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
General Office Support
Ensure the professional, orderly, and smooth functioning of a busy
reception office
Perform administrative and receptionist duties from the Main Office and
Testing Library
Maintain and update data and filing systems in collaboration with the
Associate Director
Assist in scheduling appointments and managing room reservations as needed
Troubleshoot issues as they arise for students and supervisors,
determining when to escalate matters to the Associate Director or Director
Manage office inventory, client records, correspondence, office keys, and
equipment.
Distribute major office announcements and maintain communication with the
Center community
Collaborate with other administrative staff, offices, and faculty to
support the Center's mission
Assist the Director and the Associate Director as needed
Work collaboratively with on-campus departments such as TCIT, Purchasing,
and Accounts Payable to support operational and administrative processes
Assist with expense tracking and reimbursement as needed
Assist in maintaining the Center's website
Client Support
Respond to a high volume of phone calls and emails; manage mail
distribution and office errands
Greet and assist clients, ensuring a welcoming and professional front-desk
experience
Handle client payments and billing, collect fees, and make weekly account
deposits
Send monthly letter to clients with outstanding balances
Send decision letters to new applicants as determined by Associate
Director
Interact with clients, students, faculty, staff, outside agencies, and
individuals with diverse needs
Filing
Keep track of data/filing databases system in collaboration with the
Associate Director
Create student distribution lists, mailbox labels, and distribution of
materials into students' mailboxes
Other duties as assigned
Minimum Qualifications:
High school diploma or equivalent
Two years of experience in a busy, high-traffic office environment with
frequent in-person interactions and a high volume of phone and email
communications
Knowledge of Microsoft Office or Google Suite, with the ability to learn
and adapt to web-based technology
Excellent written, verbal, and interpersonal communication skills
Strong attention to detail and accuracy in data entry, recordkeeping, and
correspondence
Must be able to work independently, show initiative, and be a team player
Ability to meet deadlines while remaining flexible to conflicting demands
Strong organizational and problem-solving skills
Ability to manage complex relationships across multiple platforms and with
various vendors
Must be able to work in a highly visible area with frequent interruptions
and a busy pace
Must be able to exercise sound judgment and maintain a calm, courteous
demeanor when dealing with patients, staff, and visitors in stressful
situations
Ability to follow established protocols and adapt to changing procedures
or clinic needs
Preferred Qualifications:
Associate's degree or coursework in office administration, healthcare
administration, or a related field.
Three years of experience in an office setting
Office management experience in community mental health settings
Knowledge of Electronic Health Records (EHR)
Experience with community settings and Community-Based Organizations
(CBO's)
Experience with website updates or web-based communication tools
Bilingual or multilingual ability, particularly in languages commonly
spoken by the clinic's patient population.
Salary Range:
$30.23 - $30.23/hour
Work Modality:
Hybrid
Competitive Compensation and Benefits
The salary range reflects the College's good faith and reasonable estimate of
the compensation for the position at the time of the job posting. Salary
decisions are dependent on several factors, including but not limited to
market and organizational considerations, experience, and qualifications of a
selected candidate, as well as internal and external equity.
Our benefits contribute significantly to the total compensation package that
includes medical, dental, vision insurance plans; flexible and hybrid work
schedules; tuition remission; life insurance; short and long-term disability
insurance; a retirement program; health savings accounts (HSA), flexible
spending accounts (FSA), Public Service Loan Forgiveness eligibility, and a
robust Employee Assistance Program (EAP).
Hybrid/Remote
Teachers College maintains a hybrid work environment, which provides employees
with flexible work arrangements while ensuring we preserve the important
aspects of our unique in-person college-campus culture. Depending on role and
business needs, colleagues will either work onsite or in a hybrid model (a
combination of in-office and virtual days). Employees are expected to live
within a 150-mile radius of the College.
