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Administrative Assistant II, Counseling Services

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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 is seeking an Administrative Assistant II to support our Counseling Center. 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 monitoring all financial operations for the department.  This position serves as a primarily liaison to administrative staff in Student Health Services to promote an integrated student experience of wellbeing support. In addition, this professional will:

  • Facilitate initial contact with students, faculty, staff, and parents; this requires a high level of functioning including excellent judgment and sophisticated assessment skills.
  • 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.
  • Communicate and provide appropriate information to students and parents in accordance with all relevant privacy policies and regulations.
  • Oversee coordination of the appointment flow and consultations of patients and clients with counselors, counseling trainees, and psychiatrist.
  • Plan and coordinate logistical and administrative support for events, meetings, specialized activities, projects, and long-term initiatives in collaboration with the Director of Counseling Services.
  • Manage facility needs for the Counseling Center, keys and access, room scheduling, business cards, facilitating communication, etc.
  • Develop and coordinate electronic medical record practices and protocols with staff in the Psychological Services Center and serves as a liaison to PSC staff and trainees.
  • Runs monthly statistical reports related to student appointments, services provided, diagnoses, treatment plans and other information as needed.
  • Maintain and monitor all confidential client records and Counseling Center files in the electronic medical record system.
  • Collaborate with the Counseling Center Director and department leadership to monitor and maintain accurate financial records including budgetary expenses, inventory tracking and payments for accounts payable.
  • Contribute to university-wide and departmental programming and event planning processes as requested.
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 by December 2, 2021. 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.  

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. 

Xavier University will require all employees to be fully vaccinated against COVID-19 by January 3, 2022.  Newly hired employees will be required to provide proof of their COVID-19 vaccination upon on-boarding.  Vaccine exemptions may be granted for medical or religious reasons.

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