Administrative Assistant - Part Time

Carlow University is currently accepting applications for a part-time Administrative Assistant. This role will assist with administrative and operational tasks of the Carlow Counseling Clinic (CCC) at Woodland Hills School District. The main responsibility is to implement the administrative systems in place to improve and maintain practice effectiveness and efficiency. This is an in-person position that requires 20 hours per week at Woodland Hills High School (2550 Greensburg Pike, Pittsburgh, PA, 15221) and reports directly to the Clinic Director.

ESSENTIAL FUNCTIONS:

• Intake Administration:
• Oversee and implement the clinical intake procedure
• Utilize, update, and maintain the online referral spreadsheet
• Utilize, update, and maintain the EHR system (SimplePractice)
• Ensure that all parent permission forms have been signed and uploaded to EHR prior to intake session
• Call parents as needed to notify them of the referral, process intake paperwork, and schedule first session with client
• Administrative Teamwork:
• Provide backup to Clinic Director regarding the clinic phone for non-clinical needs (e.g., answering questions about next appointment, helping parent navigate the client portal, etc)
• Provide backup to Clinic Director regarding office management (e.g., clean clinic rooms, water plants, etc)
• CCC Values Alignment:
• Ensure customer service by consistently demonstrating a caring, professional, and helpful disposition with all client interactions
• Maintain HIPAA compliance
• Demonstrate self-motivation, collaboration, approachability, communication skills, and adaptability to ensure continuous growth in skillset
• Engage in continuous, two-way feedback with Clinic Director to facilitate growth in professional and leadership skills
• Actively participate in client care by offering ideas to streamline and improve client experiences with CCC.
  
  
  

MINIMUM EDUCATION LEVEL REQUIRED:

• An associate degree and/or two to three years of administrative support to community-based agencies or school districts.
  
  
  

MINIMUM RELATED EXPERIENCE REQUIRED:

• Qualifications:
• This position requires professional administrative skills, solid interpersonal, communications aptitude, customer service orientation, and a collaborative interface with school district personnel.
• Exercises sound judgment in establishing priorities and problem-solving.
• Strong attention to detail, the ability to work with a diverse population, and the initiative for self-directed accomplishment are essential.
• Excellent written and verbal communication skills
• Ability to work independently with minimal supervision
• Completed HIPAA Training (will be provided by CCC)
• Experience with customer service in a professional setting

• Additional Desirable Experience:
• Knowledge of SimplePractice
• Experience working in a mental health agency/setting
  

Carlow University is Devoted to....

• A culture of integrity, dignity and respect for all
• A strong commitment to social justice
• Ethical forward-thinking leadership
• Comprehensive medical, dental, vision, life & disability benefits package
• Tuition benefits for undergraduate and graduate programs
• Health Savings Account and Flexible Spending Account options
• Wellness and Employee Assistance Program
• Complimentary use of Carlow’s fitness center and amenities
  
  
  

Successful candidates must be committed to envisioning the future of liberal arts and professional education in a rapidly changing environment; have experience working with diverse populations; actively support Carlow’s commitment to equity, inclusion, and community; and be able to articulate how they will contribute to Carlow University’s Catholic, Mercy mission and values through their teaching, scholarship, and service.

Carlow University is a comprehensive Catholic University situated in a culturally rich and diverse urban setting of Pittsburgh, Pennsylvania. Founded in 1929 by the Sisters of Mercy, an international community of Roman Catholic women with a mission to serve the poor, the sick, and the uneducated. Carlow is an institution grounded in the liberal arts while also offering strong professional programs, committed to engaging its diverse community in a process of life-long learning, scholarship, research, and service. Degrees are offered at the baccalaureate, master's, and doctoral levels. Carlow University aims to provide transformational educational opportunities rooted in social justice for a diverse community of learners, and to empower them to excel in their chosen work as compassionate, responsible leaders in the creation of a just and merciful world.

Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity, treat others with respect and dignity, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and to comply with legal and professional obligations.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job related tasks other than those specifically presented in this description. Duties, responsibilities, and activities may change at any time with or without notice.