Secretary (Counseling Services, Part-time)

Secretary (Counseling Services, Part-time)

The Counseling Services Secretary (Part-time) provides front desk and administrative support in a professional and welcoming environment. This role greets patients and visitors, manages phone communications, schedules appointments, and assists with daily office operations to support counseling staff. The position maintains strict confidentiality in accordance with HIPAA and FERPA guidelines while helping coordinate client services, manage scheduling systems, and support a variety of administrative functions. This is a part-time, benefits eligible position.

Essential duties include greeting patients and others as they enter, communicating in a professional, service-oriented manner with students, faculty, staff, visitors, and others in the course of performing work or coordinating tasks. Answers the telephone in a professional, service-oriented manner; answers questions, makes appointments, as appropriate. Respects patients' right to confidentiality and maintains information regarding counseling services in a confidential manner per HIPAA/FERPA regulations. Makes follow-up calls, schedules appointments for clients with counseling staff and communicates changes to counselors schedules. Assists in students scheduling the Rams Relaxation Room, Creativity Center, and Study Room. Operates a variety of office equipment, such as: computer, electronic medical records, scheduling systems, fax machine, and copier. In conjunction with the Office Coordinator, picks up and distributes mail to Counseling Services staff, maintains a physical inventory of supplies, and assists with the online scheduling systems. Additional duties as assigned.

Knowledge, skills and abilities include knowledge of basic clerical and general office procedures and practices, knowledge of word processing, spreadsheets, and scheduling software, knowledge of basic clinical terminology, knowledge of applicable federal, State of Texas, clinic, and university policies and procedures, including HIPAA and FERPA confidentiality requirements. Skilled in written and oral communication and interpersonal relations, skilled in organization and scheduling for multiple individuals, skilled in multitasking. Ability to complete multiple clerical tasks and perform basic mathematical computations accurately and in a timely manner. Ability to work independently. Ability to work effectively in a high-volume, public-facing environment.

Minimum qualifications include possession of a high school diploma, GED certificate, or equivalent. Preferred qualifications include six months of office, general clerical or equivalent experience is preferred. Associates or bachelors degree preferred.

Physical requirements and EEO statement are available upon request.