Job Details

Administrative Coordinator

Lewis & Clark College, Portland, OR

Job - Education

Close Date: 08/02/2019

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

This position is responsible for providing general administrative support to the Counseling Service, the Office of Case Management, and the student health insurance program in support of Lewis & Clark students and Wellness staff. This position has responsibility for engaging students presenting with mental health concerns, and determining how quickly the student must be seen and by whom. Working in a busy office, the administrative coordinator must think critically and creatively, and communicate effectively with a welcoming demeanor and a service-oriented attitude. This position is also responsible for much of the day-to-day communication and problem-solving related to the student health insurance program. Please note that this position is scheduled to work 46.5 weeks each year. This means that the employee will not be scheduled to work for 5.5 weeks each year. These 5.5 weeks will generally occur during the summer, or during winter or spring breaks.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement.

For consideration, please attach a resume AND a cover letter. Review of applications will begin on August 1st and continue until the position has been filled.

What You'll Do
* Serve as first contact for students with mental heath concerns. Schedule appointments for students and staff seeking assistance from counselors, along with responding to questions in relation to the Student Health Insurance Program.
* Perform limited triage in urgent situations (students needing immediate assistance) and communicate effectively and appropriately with counseling and case management staff regarding such students. Refer students to appropriate resources on- and off-campus. Manage client flow within walk-in clinic, navigating resource limitations, student distress, and wait times, consulting with the Clinical Facilitator or other leadership as needed.
* Answer high-volume telephone line and manage departmental e-mail accounts. Collaborate with students, parents, Area Directors, Resident Advisors, faculty, various on-campus administrative offices, and off-campus medical and mental health providers to explain services and assist students in accessing care. Maintain strict confidentiality in accordance with state privacy laws.
* Provide administrative support to the Chief Psychologist/Associate Dean of Students for Health and Wellness, all counseling staff, and the Associate Director for Case Management; effectively manage and prioritize the diverse needs of staff in these offices. Provide support to the office management of the Odell Health Promotion & Wellness suite. Provide limited administrative support to the Health Service during summer months. Assist Wellness Leadership team with data analysis, working with complex, sensitive, and confidential data. Assist in gathering and compiling periodic reports and end-of-year statistics.
* Use multiple electronic platforms/interfaces to support students, create and maintain student records, and perform other critical functions.
* Manage office environment; oversee waiting area; handle purchasing, book orders, computer updates, travel processing, reimbursements, and check requests. Update standard Counseling Service and Case Management forms yearly; compose new forms, tables, evaluations as needed. Update an office procedure manual as needed.

Must Haves
* High School Diploma or equivalent (G.E.D) plus 6 years of experience; Associates Degree plus 4 years of experience; or Bachelor's Degree plus 2 years of experience.
* 3 years office management, receptionist or administrative experience.
* Ability to honor and work with all identities and individuals, particularly those who are underrepresented in the country and/or at Lewis & Clark College.

Nice to Haves
* Bachelor's degree
* 5 years office management, receptionist or administrative experience.
* Experience in outpatient mental health or medical setting.
* Experience in higher education setting.
* Experience working with electronic health records program.

Work Schedule
* 37.5 hours per week
* This position is scheduled to work 46.5 weeks each year
* Benefits eligible: Yes

Pay Rate
* $22.73 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, climbing (stairs), standing, sitting, walking, grasping/gripping, pinching/squeezing, reaching, repetitive hand movements (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.

Complete details: