Job Details

Administrative Coordinator

Lewis & Clark College, Portland, OR

Job - Education

Close Date: 12/31/2018

Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

Job Purpose

The Administrative Coordinator will support the Lewis & Clark Community Counseling Center (LCCCC) and Lewis & Clark Problem Gambling Services (LCPGS) by coordinating daily administrative operations, maintaining client data bases, developing schedules, assuring space and supply needs are met, training and overseeing clinic volunteers, aiding in outreach events and promotional needs, and serving a central role in center communications.

The Graduate School is grounded in a strong commitment to equity and social justice. We are looking for a colleague with the requisite professional experience who shares our vision and commitment to these principles.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of Teachers

What You'll Do

Administrative Support
*Answer phones and emails
*Take meeting minutes for Clinic Advisory Group
*Track and address center space needs, repair needs, technology needs
*Prepare weekly deposits from CCC services income
*Track and manage center supply needs

Data and Paperwork Management
*Aid in managing client databases and center data output
*Assist in collecting and reporting client outcome data
*Assist Clinic Director, faculty, and students in timely completion of hour-logs and agreements
*Assist PGS Director with billing
*Support PGS Director with intake and discharge paperwork distribution
*Support PGS Director in quality assurance of client files

Room Scheduling
*Work with CPSY Department and Registrar’s office for semester tasks and scheduling
*Maintain room schedules for counseling sessions

Client Intake
*Screen potential clients and schedule appointments
*Communicate to clinicians and supervisors when intakes are scheduled

Outreach and Event Planning
*Aid in coordinating and tracking outreach events, center promotion, and advertising efforts

Orient, Train and Oversee Volunteers
*Provide information to volunteers to orient them to the center and their duties
*Track volunteer hours and schedules
*Work with PGS director to train volunteers in specific tasks
*Ensure volunteers complete tasks in timely and effective manner

Ability to honor and work with all identities and individuals, particularly those who are underrepresented in the country and/or at Lewis & Clark College

Must Haves
*High School Diploma or equivalent (G.E.D.); or 3 years of directly related job experience
*3 years of administrative office experience
*Ability to multitask, problem solve, and prioritize multiple projects in a high volume, service-oriented environment while under pressure to meet deadlines
*Sound decision-making skills
*Excellent interpersonal and diplomacy skills, including empathy and professional client service orientation
*Excellent organizational skills and demonstrated ability to perform detailed work with a high degree of accuracy
*Demonstrated strong oral and written communication skills
*Ability to work with complex and sensitive data and to maintain confidentiality. Discretion, personal integrity, and superior ethics. This position deals extensively with confidential and sensitive information *covered under federal FERPA and HIPPA guidelines
*Ability to carry out responsibilities in alignment with the social justice mission of the Graduate School

Nice to Haves
*Associates Degree
*Experience and expertise developing and managing data systems and generating reports.
*Demonstrated ability to successfully interface with mental health clients.

Work Schedule
*Up to 37.5 hours per week
*Benefits Eligible: Yes

Pay Rate
*$20.76 per hour

Physical Requirements
*The job works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions
*Bending, kneeling/squatting, twisting, standing, sitting, walking, grasping/gripping, pinching/squeezing, raching, pushing/pulling, repetitive hand movement (e.g., typing), seeing, talking, hearing

The College explicitly acknowledges and affirms its conviction that diversity with respect to race, ethnicity, national origin, socio-economic background, religious orientation or spirituality, physical or sensory disability, gender, and sexual orientation on the Lewis & Clark campus provides an educational benefit for all students that can be realized only if students and education professionals from diverse backgrounds are present in significant numbers within our learning community. In creating and sustaining such a community, we engage, to the extent possible, in practices that will ensure a high degree of diversity on our campus, simultaneously meeting the highest standards of academic excellence of which we are capable.

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

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