Administrative Associate - Carruth Center for Counseling and Psychological Services

The Carruth Center for Counseling and Psychological Services is seeking applications for an Administrative Associate.

About the Opportunity:

The primary role is to serve as the first point of contact for students seeking mental health services and to provide administrative and technical support to the Carruth Center staff who provides counseling, psychological, and substance use disorders treatment services to WVU students.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What you'll do:

Registration:

• Greet, check-in/check-out clients in a friendly manner using electronic health record system and answer calls from students requesting mental health services.
• Answer a multi-line telephone, take messages, and route calls to appropriate extension. Triages phone calls as necessary.
• Facilitates registration process to ensure accurate and complete data elements necessary for proper registration and billing and schedules the appropriate appointment type in our electronic record system.
• Explain the policies and procedures of the mental health services provided by the Carruth Center.
• Manages the flow of the client (in person) from point to end of service.
• Uses computerized system to match with the mental health care provider availability with client's preferences in terms of date and time.
• Assign patient/client to the appropriate appointment code.
• Obtain the client signature for consent of treatment, privacy act forms, and other documents required for clinical mental health treatment.
• Helps manage staff schedules and trainees using Titanium Scheduler (electronic recordkeeping system). Communicates a needed with the clinicians and other staff members about any client/patient concerns or issues related to scheduling.
• Notifies clients of any schedule change per department policy.
• In the event of an emergency, implements the front desk emergency procedures.
• Supports case management efforts by reviewing client records, emails, student conduct/CARE team reports and creating related notes for clinician signature. Scans/indexes the required documents into client file.
• Reconciles the End of Day (EOD) status as client/patient appointment times pass with No Show or Left Without treatment, etc.
• Collects financial payments for services.
• Monitors the vanity email account and voicemail.

Administrative Support:

• Creates documents and correspondence in Microsoft Word, Power point, Excel, Access and Publisher as requested.
• Proofreads documents created by staff for typographical errors.
• Schedule meetings utilizing scheduling software and in the case of telehealth, Zoom.
• Provide administrative support for the services provided within Carruth.
• Order supplies through Market Place.
• Assists clinicians with record requests by printing and sending records in a secure way.
• Will assist the Care Manager's with case assignment process.
• Other duties as assigned by the Carruth staff.

PG14

Hours: Varies

Department prefers that applicants submit resume, letter of interest, and three names of references with contact information.

Education:

• Associate's degree or a combination of education and experience.

Experience:

• A minimum of two (2) years experience related to office management.
• A minimum of one (1) year experience in the following:
  
  
  
  
  • working with a diverse student population
  • experience in customer service
  • proficient with Microsoft Office suite (Word, Excel, Powerpoint, and Access)
  
  
  
  
• Experience using scheduling software.
• Proficiency with technical support with hardware, software, and audio connectivity.
• Basic knowledge of share drives and network environment.
• Basic knowledge of daily computer, printer issues.
• Experience scheduling meetings via zoom or teams or related programs.
• Experience using Office 365 - Outlook to schedule meetings.

Knowledge, Skills & Abilities:

• Proficiency in software programs utilized by Carruth (Microsoft Office Suite), emphasis on Excel and Word.
• Ability to interface well with clients/patients (internal & external) and ability to work within a team framework in a fast-paced environment.
• Excellent interpersonal skills with students of a diverse population.
• Advanced Computer Technical Skills (networking, troubleshoot hardware and software issues, and wireless networks) or be willing to learn the problems that arise with daily operations.
• Ability to work collaboratively within an academic community, manage and meet deadlines, work independently on several projects at once, and work under pressure with frequent interruptions.
• Ability to key data with speed and accuracy, trace and correct data entry errors, operate standard office equipment, read and write in English with strong emphasis on grammar, spelling and punctuation, handle and maintain confidential information, and work under multiple deadlines.
• Basic knowledge of creating surveys in Qualtrics or Google Forms (or related programs).
• Willingness to learn new technology skills.
• Willingness and ability to maintain confidentiality and a high level of honesty and integrity and follow HIPAA standards, FERPA and maintain confidentiality in a mental health office environment.
• Ability to multi-task throughout the workday.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

We are dedicated to creating an inclusive and engaging working environment and actively seek candidates who bring diverse ideas, approaches and experiences.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is proud to be an Equal Opportunity Employer and is the recipient of an NSF ADVANCE award for gender equity. We value diversity among our faculty, staff and students and invite applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.