Provides administrative and secretarial support to management and physicians within a counseling and mental health setting. Responsibilities include scheduling appointments, managing student medical records, and performing initial triage for students seeking counseling interventions.
Requirements summary
Requires a high school diploma and at least 2 years of experience in a clerical or receptionist role. Candidates must be proficient in Microsoft Office and electronic medical record systems, with the ability to remain calm in a fast-paced environment.
high schoolbachelor degreeCommunicationConfidentialityOrganizationMedical Records MaintenanceEmpathySchedulingData EntryAdministrative SupportMicrosoft ExcelMicrosoft WordTriageCalendar ManagementMeeting CoordinationExpense TrackingDatatelPoint and Click
Job description
Provides administrative support to management and physicians, including but not limited to, scheduling, coordination of meetings and projects as assigned.
This position will be expected to provide a welcoming environment to the team as well as students.
This position will support the team by scheduling appointments, data entry and maintenance of student medical records, making copies, filing, organizing, and creating and distributing educational hand-outs.
In addition, this position will be required to determine whether a student needs a counseling intervention immediately, needs a counseling appointment within 48 hours, or can wait the typical time for an appointment (3-7 days); take the initiative to check with the Director or counselor to verify judgment if needed.
Essential Duties Provide an accepting, safe, and nurturing environment for students seeking counseling.
Give students seeking counseling respect and appropriate warmth and attention without intrusiveness, keeping them within appropriate personal and professional counseling boundaries.
Keep completely confidential all information about students in counseling including identities and diagnoses.
When responding to inquiries from parents, faculty, administrators, Resident Advisors, and other students about confidential matters, use tact, good judgment, and discretion in order to keep students’ confidentiality intact and yet accept the person’s need or wish to know.
Function as an anchor and resource for Counseling Center staff by monitoring students coming for appointments, provide materials they may need and inform them of any crises or concerns.
Maintain constant alertness, quick thinking, and continual sound judgment.
Maintain appointment calendars on Point and Click clinical scheduling system.
Update Point and Click as necessary for adding new employees, scanning student documents, etc. as well as run reports as requested.
Assist in scheduling logistical arrangements for outreach programs.
Perform secretarial and related duties to assist and relieve professional staff.
Requires ability to prioritize tasks received from three professional staff, several graduate student interns, several undergraduate interns, student workers, and a consulting psychiatrist, and to communicate diplomatically with each person.
Arrange meetings for all professional staff as well as conference and travel arrangements.
Manage all receipts for purchases made on the department credit card and reconcile credit card purchase on a monthly basis.
Keep the Counselor-On-Call schedule up to date and publish to proper campus contacts.
Prepare agenda for weekly staff meeting & case conference and take minutes as needed.
Responsible for coordinating schedules, including arranging meetings and appointments.
This includes assisting with the coordination of events as directed.
Responsible for functioning as liaison between Administrative Team, Administrative Support Staff, Physicians, Department Directors, and Customers assisting with projects.
Responsible for coordination and tracking of work flow, schedules and projects to ensure work is complete/appropriate, and follow-up is completed in a timely fashion.
Responsible for using sound judgment when complications arise outside the scope of authority, such as the need for deadline augmentation, and bringing these to the attention of the appropriate Administrative Representative(s) in a timely manner.
Performs other duties as assigned.
Required Qualifications: Req High school or equivalent Req 2 years Experience in a clerical/administrative role or front desk/receptionist role Req Experience in office work duties such as scheduling appointments, filing, handling referrals and phone calls.
Req Ability to function in a fast paced and complex environment with an extraordinary ability to remain calm and project a welcoming and supportive presence.
Req Exceptional communication skills: communicate proactively and with empathy.
Req Excellent written and communication skills.
Req Detail oriented with excellent organizational skills.
Req Computer competency in Word, Excel essential, Datatel and Point and Click (electronic medical record system).
Preferred Qualifications
Pref Bachelor's degree Required Licenses/Certifications: Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire, and maintained by renewal before expiration date. The hourly rate range for this position is $25.00 – $39.69. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations. USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law. Notice of Non-discrimination Employment Equity Read USC’s Clery Act Annual Security Report USC is a smoke-free environment Digital Accessibility If you are a current USC employee, please apply to this USC job posting in Workday by copying and pasting this link into your browser: https://wd5.myworkday.com/usc/d/inst/1$9925/9925$148187.htmld Keck Medicine of USC is the University of Southern California’s medical enterprise, one of only two university-based medical systems in the Los Angeles area. Keck Medicine combines academic excellence, world-class research and state-of-the-art facilities to provide highly specialized care for some of the most acute patients in the country. Our internationally renowned physicians and scientists provide world-class patient care at Keck Hospital of USC, USC Norris Cancer Hospital, USC Verdugo Hills Hospital, USC Arcadia Hospital and more than 100 unique clinics in Los Angeles, Orange, Kern, Tulare and Ventura counties. Keck Medical Center of USC, which includes Keck Hospital and USC Norris Cancer Hospital, is among the top 50 hospitals in the country in 8 specialties, as well as the top three hospitals in metro Los Angeles and top 10 hospitals in California, according to U.S. News & World Report’s 2024-25 Best Hospitals rankings. Application Help & Benefits If you need help during the application process, see our application help. For more information about our benefits, see What We Offer. Don't see the dream job you are looking for? Drop off your contact information and resume and we will reach out to you if we find the perfect fit!
