Administrative Support Staff

JOB SCOPE:

Job has recurring work situations involving high degrees of discretion. The need for accuracy and effective utilization of available resources is high. Errors in judgment could cause disruptions to the Center’s mission and adversely impact attainment of the Center’s goals. Incumbent operates independently but results are monitored by both the School-based Program Manager and Director of Marketing & Community Engagement. Content of work priorities are largely self-determined. General expectations of this role include:

• To support the vision, mission and guiding principles of The Summit Counseling Center in accordance with ethical standards.
• While performing any procedure, all associates and contract personnel must observe applicable Safety, Health, and Environmental rules and guidelines. The use of appropriate personal protective equipment is required.
• Attend and participate in training opportunities and seminars relevant to this position.
• Adhere to appropriate Summit operating procedures, benefit rules, employment, and safety policies/practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

New Referral Engagement

• Review caseload trackers to ensure timely engagement with new clients in alignment with school program policy.

Programmatic Auditing

• Daily and weekly auditing of organization’s electronic health records (EHR) and caseload trackers for school-based program

Reporting/Analysis

• Provide bi-weekly reports with production data for school-based program
• Provide monthly and quarterly reports for school-based program contracts and grants

Calendar Management

• Proactive planning around holidays to ensure that therapists have identified (a) office space or (b) telehealth during school holidays/summers, and have documented evidence of school-oriented billable & non-billable work.
• Manage calendar invites for speaking engagements

Event Coordination

• Work with marketing team and therapists to provide marketing collateral, PowerPoint template, and event scheduling through an automated system in Microsoft 365

Database Management

• Manage database for community partners and referral sources

New Employee Onboard

• Engage with new employees to coordinate marketing needs
• Engage with new employees to coordinate school-based program needs

Other Administrative Duties

• Perform other administrative duties as assigned to support the school-based program and marketing department

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Any other duties as assigned.

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• Bachelor’s Degree or 3 years of administrative support experience

Knowledge, Skills and Abilities

• Good communication skills (verbal and written)
• Technology/Software
• Moderate level of experience in Microsoft 365 Suite
• Moderate level of experience in Microsoft Excel data manipulation and analysis
• Moderate experience with electronic health records and data management; familiar with HIPAA compliance

JOB CONDITIONS: (SEE EXAMPLES BELOW)

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the associate is:

• Frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear
• Able to see data and charts and work with multiple monitors and applications at the same time
• Occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl
• Occasionally lift and/or move up to 30 pounds
• The noise level in the work environment is usually low

Benefits:

•403(b)

•Dental insurance

•Health insurance

•Paid time off

•Vision insurance

It should be noted that this position has a Bona-Fide Occupational Qualification (BFOQ) in the area of religion in compliance with U.S. Code Title 29, Chapter 14, Section 623. Since the mission of the Center is to integrate faith and therapy within the counseling process from the point of view of an adherent of Christian faith, the position requires the willingness to perform this service for clients and to demonstrate adherence to Christian faith by evidence of regular participation in and/or leadership within a Christian community of faith.