Address
Form of workExecutive Secretary
Position Number:317900
Requisition Number:B08677
Position Type:Support Staff Non Exempt
Class Code:0114
Time-limited through:N/A
Type of Appointment:Full-Time
Faculty Position Sub-Type:N/A
Length of Appointment:N/A
Internal Recruitment?:No
Working Hours:8:00am - 5:00pm
Department:Counseling Center
Organization:BROOKS COLLEGE OF HEALTH
Division:Academic Affairs - DIV
College:Brooks College of Health
Approved Hiring Salary Range:$33,500-negotiable
Pay Basis:Annually
Equal Opportunity:In 2020, the University of North Florida (UNF) received the prestigious INSIGHT Into Diversity magazine Higher Education Excellence in Diversity (HEED) Award, the only application-based national award for U.S. colleges and universities that exhibit an outstanding commitment to diversity and inclusion across their campuses. In addition, UNF ranked highest among the HEED institutions and was recognized as a 2020 Diversity Champion.
The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida is an Equal Opportunity Employer and does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.
UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.
Faculty Initiatives:The University of North Florida promotes the quality and effectiveness of education and strives to maintain the highest standards of academic excellence in all phases of instruction, research/scholarship/creative activity, and service.
General Description / Primary Purpose:The Executive Secretary position is responsible for the provision of complex and sensitive administrative support and oversight for a highly confidential system of mental health service delivery to the university community. This positions main responsibility will be to provide direct support to front desk for coverage of client check-in, Counseling Center email, Center phone calls, and internal scheduling system (Titanium). This position includes direct support to the Director and all professional administrative staff (e.g., Associate Director, Assistant Director of Clinical Services and Assistant Director of Training), as well as the Coordinator, Administrative Services; responsibility for interpreting and implementing internal policies and procedures related to confidentiality and security of client information; and maintenance of a confidential client data base and case file documentation system. This position is also responsible for major complex components of Center operation, including the process of scheduling clients and managing the caseloads of staff, and administrative tasks related to medication management services.
Job Function:(60%) Provide support to the Front Desk for scheduling, phones and walk-in clients. (20%) Serve as support to Director for any secretarial and administrative needs, which include: datagathering for use in presentations and reports; preparation of correspondence, documents, and reports; maintenance of calendar, schedule appointments and meetings; screen calls and handle time sensitive and confidential issues and requests. Provides administrative support to Assistant Director of Clinical Services for research purposes (e.g., surveys and archival research on retention); administrative support to Assistant Director of Training; administrative support to Assistant Group and Outreach Coordinators for advertising and promotion of therapeutic group and outreach events. Administrative support of medication management services (e.g., calling in prescriptions to pharmacies for medical providers.) (15%) Provide support to Coordinator, Administrative Services as backup if needed for travel and P-card purchasing, and other administrative support. (5%) Collect, retrieve and compile statistical data for Annual Report; help train new staff and interns on use of Titanium and other operational procedures.
Marginal Functions:Coordinate catering and logistics for special events.
Required Qualifications:High school diploma and four years of experience directly related to the job functions. Directly related college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Faculty Position Required Qualifications:N/A
Departmental Requirements:Proficiency in appropriate Banner modules, Microsoft Word and Microsoft Excel is required. Excellent oral and written communication skills are required. Ability to work in a high volume, multi-faceted office under crisis situations with students in distress. Ability to work independently. This position requires the ability to relate to a diverse clientele and to individuals who may be experiencing emotional distress; adheres to the highest ethical standards of confidentiality and works under the stress of a high activity office; ensures immediate and appropriate response to crisis walk-in clients and timely response to inquiries and calls; demonstrates excellent written and oral communication skills, and is proficient in word processing, spreadsheets, and other computer technology as needed; works under minimal supervision.
Statement(s) of Understanding Definition:This position requires a background check. In conjunction with the University’s policy,
this position may also require a credit check.
The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator.
N/A
Machines/Equipment used regularly:Computer, Telephone, Calculator, Copier, Fax Machine, Scanner
Anticipated Start Date:02/05/2024
Job Posting Date:12/20/2023
Application Review Date:01/15/2024
Application Deadline:01/15/2024
Open Until Filled:Yes
Point of Contact Information:April Mattedi
Hiring Official:Misha Bogomaz
Location if not Jacksonville:N/A
Special Instructions:Applicants must complete an online application, as well as upload supplemental documents, at www.unfjobs.org in order to be considered for this position. Applicants who do not apply online and/or upload all the required documents will not be considered for this position. Once you submit both your completed application and uploaded documents you will receive a confirmation number. Keep the confirmation number for your records. If you have any questions about this position, please contact [NAME] at (904) 620-[EXT], or [EMAIL ADDRESS]. Initial review of applications will begin on [DATE]. OR All applications and documents must be submitted by [DATE].
Quicklink:https://www.unfjobs.org/postings/26463
