Xavier University’s Office of Counseling Services is seeking applications for the position of an Administrative Assistant II. This position provides administrative support for all non-clinical operations of the Counseling Services Department; including primary oversight and daily management of the Counseling Center’s electronic medical record system, oversight of student appointment scheduling, ensuring superior customer service to student clients, including those in crisis, developing and maintaining efficient office procedures, and assisting with financial operations of the department. The role serves as a primary liaison to administrative staff in Student Health Services to promote an integrated student experience of wellbeing support. This is an hourly position working 37.50 hours per week. __

Responsibilities includes but not limited to:

• Provide initial non-clinical facilitation/triage in an emergency situation, i.e., provide direction to the next level of support or services, including determining whether a situation requires that a counselor be interrupted.
• Communicates and provides appropriate information to students and parents in accordance with all relevant privacy policies and regulations i.e HIPAA.
• Oversees coordination of the appointment flow and consultations of patients and clients with counselors, counseling trainees, and psychiatrist.
• Resolves complex, highly sensitive, and confidential administrative matters.
• Plans and coordinates logistical and administrative support for events, meetings, specialized activities, projects, and long-term initiatives in collaboration with the Director of Counseling Services.
• Provides training and support for all Counseling Center staff and trainees for all aspects of the electronic medical record system and administrative operations.
• Updates scheduling templates and codes in the electronic medical record system.
• Maintain and monitor all confidential client records and Counseling Center files in the electronic medical record system.
• Maintain and track inventory of all office supplies, including psychological assessment products and administrative toolkits.
• Oversees and maintains all physical office spaces, including supply inventories, orders, and check-out procedures; student work stations; and office technology and equipment usage and maintenance.
• Organize departmental office records, email, calendars.

Required qualifications:

• High School Diploma or equivalent. Bachelor’s Degree preferred.
• At least 3 years in a similar role with comparable goals and responsibilities.

Xavier University is part of the 500-year-old Jesuit Catholic tradition of academic excellence in the liberal arts and is strongly committed to enhancing equity, inclusion, and diversity. These values are central to our mission. We strive for a climate of respect and inclusiveness that welcomes and supports members from diverse backgrounds and life experiences, is committed unreservedly to open and free inquiry, and deliberately seeks out multiple perspectives.

Xavier University is an Equal Opportunity Employer committed to enhancing equity, inclusion, and diversity. All qualified applicants will receive consideration for employment without discrimination on the basis of race, skin color, ethnicity, religion, sex, sexual orientation, gender identity or expression, national origin, age, marital status, veteran status, or disability.

To ensure consideration, qualified/interested applicants must submit a cover letter, resume and the names and contact information of three professional references on Xavier University's website. Candidates are asked to include their cover letter a brief statement on how they might support/contribute to Xavier’s commitment to diversity and inclusion.

Review of applications will start on January 23, 2025. Applications will be accepted until the position closes at the University’s discretion.

Benefits:

Xavier University offers a wide array of complementary and affordable benefit options to meet the financial, educational, health, and wellness needs of you and your family. Eligibility varies by position and employment class.

• Comprehensive insurance plans including medical, dental, vision, and prescription coverage.
• Tax advantaged accounts including health savings account, flexible spending accounts, and dependent care account.
• Financial security via life and long-term disability insurance, accident and illness insurance, and retirement savings plans.
• Generous paid time off work options including vacation, sick leave, and holidays.
• Tuition remission for employees and their eligible dependents.

Required Skills

Required Experience