EXEC SECRETARY Job at Central Michigan University
Provides complex and varied administrative support to the Executive Director of Counseling Services, counselors in the Counseling Center, and the Director of Sexual Aggression Services.
Required Qualifications
High school diploma or GED.
Four years of qualifying experience or a combination of education and experience that equates to four years.
Experience with Microsoft Word.
Customer service experience.
Spreadsheet and/or database experience.
Organizational skills with strong attention to detail.
Demonstrated positive interpersonal skills.
Effective verbal and written communication skills.
Ability to project a positive attitude.
Ability to manage multiple projects and meet deadlines with accurate results.
Ability to compose, proofread and edit correspondence.
Ability to perform the essential functions of the job.
Four years of qualifying experience or a combination of education and experience that equates to four years.
Experience with Microsoft Word.
Customer service experience.
Spreadsheet and/or database experience.
Organizational skills with strong attention to detail.
Demonstrated positive interpersonal skills.
Effective verbal and written communication skills.
Ability to project a positive attitude.
Ability to manage multiple projects and meet deadlines with accurate results.
Ability to compose, proofread and edit correspondence.
Ability to perform the essential functions of the job.
Preferred Qualifications
Experience in a counseling or health center environment.
Knowledge of campus wide management systems and/or payroll reporting software.
Experience with electronic medical records.
Knowledge of campus wide management systems and/or payroll reporting software.
Experience with electronic medical records.
Duties & Responsibilities
Experience working in a highly confidential work environment.
Ability to manage multiple priorities.
Responsible for creating and maintaining a warm, calm, friendly, inviting, compassionate and welcoming environment for all who seek assistance from the Counseling Center.
Opens and closes office, makes sure all client records are secure.
Works cooperatively with the other office professional staff to assure smooth daily operations of the center.
Manages incoming phone calls and screens calls for emergency/urgent situations.
Responsible for working independently to manage the increasingly complex client flow of scheduling appointments for 10-12 counselors including interns, from the first point of contact to the end of services (e.g., initial screening and triage of client concerns, scheduling appointments, inviting a student in crisis or who is visibly upset to meet with a counselor).
Responsible for client appointment reminders.
Responsible for communicating tele-mental health procedures to clients who schedule same day appointments.
Downloads and manages client information in departmental electronic medical record.
Monitors incoming faxes.
Manages Counseling Center shared file; keeping it organized for daily functioning and easy access of needed information.
Provides referral information to students and others as needed.
Coordinates all office operations, determines priorities, composes meeting minutes, enters faculty and staff exception time for payroll, orders inventory for office, and obtains and orders supplies for the Foust Hall and Counseling Center copy machines.
Responsible for creating/updating all Counseling Center documents needed to conduct daily business.
Assists the Counseling Center director and other counselors as needed.
Manages the Counseling Center director’s calendars.
Familiar with SAP, Microsoft Office, and other software as needed for office projects.
Reconciles budget, expense reports, phone reports for both the Counseling Center and Sexual Aggression Services.
Develops counselor on-call schedule in conjunction with Counseling Center director.
Provides assistance to the Director of Sexual Aggression Services as needed.
Coordination of communication campus-wide for marketing Counseling Center groups, workshops, and services.
Maintains and updates the center’s office professional policies and procedures.
Coordination and oversight concerning on-going updating of office technology, multi-media and technical problem solving for faculty and staff concerning HIPPA compliant computers.
Maintains equipment inventory on an annual basis.
Maintains key inventory and other equipment issued to Counseling Center staff.
Orders items for Professional Development with submission of CEU’s.
Manages personnel files and counselor licensure.
Follows record retention schedule along with purging client files after 7 years and pulling current client files 3 times a year for those students that have graduated.
Responsible for creating client satisfaction surveys and collating responses for reporting.
Ability to manage multiple priorities.
Responsible for creating and maintaining a warm, calm, friendly, inviting, compassionate and welcoming environment for all who seek assistance from the Counseling Center.
Opens and closes office, makes sure all client records are secure.
Works cooperatively with the other office professional staff to assure smooth daily operations of the center.
Manages incoming phone calls and screens calls for emergency/urgent situations.
Responsible for working independently to manage the increasingly complex client flow of scheduling appointments for 10-12 counselors including interns, from the first point of contact to the end of services (e.g., initial screening and triage of client concerns, scheduling appointments, inviting a student in crisis or who is visibly upset to meet with a counselor).
Responsible for client appointment reminders.
Responsible for communicating tele-mental health procedures to clients who schedule same day appointments.
Downloads and manages client information in departmental electronic medical record.
Monitors incoming faxes.
Manages Counseling Center shared file; keeping it organized for daily functioning and easy access of needed information.
Provides referral information to students and others as needed.
Coordinates all office operations, determines priorities, composes meeting minutes, enters faculty and staff exception time for payroll, orders inventory for office, and obtains and orders supplies for the Foust Hall and Counseling Center copy machines.
Responsible for creating/updating all Counseling Center documents needed to conduct daily business.
Assists the Counseling Center director and other counselors as needed.
Manages the Counseling Center director’s calendars.
Familiar with SAP, Microsoft Office, and other software as needed for office projects.
Reconciles budget, expense reports, phone reports for both the Counseling Center and Sexual Aggression Services.
Develops counselor on-call schedule in conjunction with Counseling Center director.
Provides assistance to the Director of Sexual Aggression Services as needed.
Coordination of communication campus-wide for marketing Counseling Center groups, workshops, and services.
Maintains and updates the center’s office professional policies and procedures.
Coordination and oversight concerning on-going updating of office technology, multi-media and technical problem solving for faculty and staff concerning HIPPA compliant computers.
Maintains equipment inventory on an annual basis.
Maintains key inventory and other equipment issued to Counseling Center staff.
Orders items for Professional Development with submission of CEU’s.
Manages personnel files and counselor licensure.
Follows record retention schedule along with purging client files after 7 years and pulling current client files 3 times a year for those students that have graduated.
Responsible for creating client satisfaction surveys and collating responses for reporting.
Supervision Exercised
None.
Message to Applicants
Central Michigan University is dedicated to fostering a broadly diverse and inclusive campus that respects all social identities, experiences, and perspectives. In an effort to further this initiative, we are especially interested in candidates who will advance and promote an inclusive and supportive environment for every member of our university community.
You must submit an on-line application in order to be considered as an applicant for this position.
Cover letters may be addressed to the Hiring Committee.
This position will remain open April 5, 2023. The university reserves the right to close the recruitment process once a sufficient applicant pool has been identified. For best consideration, please submit application materials on or before Wednesday, March 29, 2023.
You must submit an on-line application in order to be considered as an applicant for this position.
Cover letters may be addressed to the Hiring Committee.
This position will remain open April 5, 2023. The university reserves the right to close the recruitment process once a sufficient applicant pool has been identified. For best consideration, please submit application materials on or before Wednesday, March 29, 2023.
Employee Group
Office Professional
Staff Pay Level
6
Pay Range
$16.00 - $23.87 per hour
Division
Student Affairs
Department
Counseling Center
Position Status
Regular
Position End Date
Employment Status
Full-Time
FTE
1.0
Position Type
12 month
Weekly Work Schedule
Mon-Fri, 8:00 a.m. - 5:00 p.m. / weekends and evenings as needed
Location
Mount Pleasant, MI
About the Department
About CMU
Central Michigan University has a more than 125-year legacy of preparing students to become leaders and changemakers in their communities and in their personal and professional lives.
We serve nearly 15,500 students on our Mount Pleasant campus, in satellite locations around the state and throughout the country, and through flexible online programs. Many of our approximately 300 undergraduate, master’s, specialist and doctoral programs in the arts, media, business, education, human services, health professions, liberal arts, social sciences, medicine, science and engineering are nationally ranked for excellence.
CMU leads the nation in leadership development programming through our Sarah R. Opperman Leadership Institute, and we are proud to be among only 5% of U.S. universities in the top two Carnegie research classifications. Our faculty work with graduate and undergraduate students in areas such as Great Lakes research, medical innovation, engineering technology and more.
Central is home to 17 men’s and women’s Division 1 sports including football, basketball, gymnastics, baseball, wrestling and more. Our student-athletes achieve great success in competition and in the classroom, capturing Mid-American Conference championships and maintaining an average cumulative GPA of 3.17.
CMU is located in Mount Pleasant, a community that blends the best of small-town living with big-city amenities. It’s part of the culturally varied and vibrant Great Lakes Bay Region that also includes Saginaw, Bay City, Midland and the state’s largest Native American community, centered on the Saginaw Chippewa Isabella Reservation in Mount Pleasant.
Area residents enjoy the mix of outdoor activities, cultural events, shopping and dining options, and family attractions. Other major Michigan destinations and attractions — Lansing, Grand Rapids, Detroit, Traverse City, wineries, beaches, golf and ski resorts, and many more — are within easy reach of the city’s central location in Michigan’s Lower Peninsula.
CMU employees enjoy access to a nationally recognized wellness program along with health care and benefits that exceed regional, state and national norms.
We serve nearly 15,500 students on our Mount Pleasant campus, in satellite locations around the state and throughout the country, and through flexible online programs. Many of our approximately 300 undergraduate, master’s, specialist and doctoral programs in the arts, media, business, education, human services, health professions, liberal arts, social sciences, medicine, science and engineering are nationally ranked for excellence.
CMU leads the nation in leadership development programming through our Sarah R. Opperman Leadership Institute, and we are proud to be among only 5% of U.S. universities in the top two Carnegie research classifications. Our faculty work with graduate and undergraduate students in areas such as Great Lakes research, medical innovation, engineering technology and more.
Central is home to 17 men’s and women’s Division 1 sports including football, basketball, gymnastics, baseball, wrestling and more. Our student-athletes achieve great success in competition and in the classroom, capturing Mid-American Conference championships and maintaining an average cumulative GPA of 3.17.
CMU is located in Mount Pleasant, a community that blends the best of small-town living with big-city amenities. It’s part of the culturally varied and vibrant Great Lakes Bay Region that also includes Saginaw, Bay City, Midland and the state’s largest Native American community, centered on the Saginaw Chippewa Isabella Reservation in Mount Pleasant.
Area residents enjoy the mix of outdoor activities, cultural events, shopping and dining options, and family attractions. Other major Michigan destinations and attractions — Lansing, Grand Rapids, Detroit, Traverse City, wineries, beaches, golf and ski resorts, and many more — are within easy reach of the city’s central location in Michigan’s Lower Peninsula.
CMU employees enjoy access to a nationally recognized wellness program along with health care and benefits that exceed regional, state and national norms.
CMU Leadership Standards
Central Michigan University is a place where we value students and work for their success, where we act as family, and where employees are engaged, appreciated and have extraordinary opportunities to make a difference.
We intentionally maintain and strengthen the hallmark CMU culture that sets us apart from our peers by expecting CMU leaders and employees to model the following Leadership Standards and develop them within their teams.
Please review the Leadership Standards before applying for this position.
We intentionally maintain and strengthen the hallmark CMU culture that sets us apart from our peers by expecting CMU leaders and employees to model the following Leadership Standards and develop them within their teams.
Please review the Leadership Standards before applying for this position.
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