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Front Desk Staff

Company: University of Minnesota
Location: Minneapolis
Posted on: September 3, 2024

Job Description:

Apply for JobJob ID364395
LocationTwin Cities
Job FamilyLR-Clerical
Full/Part TimeFull-Time
Regular/TemporaryRegular
Job Code1826
Employee ClassAFSCME Unit 6 - Clerical
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About the Job


Position Overview: An administrative specialist who works at front desk reception as a key member of the support staff team at Student Counseling Services, part of the Office for Student Affairs on the Twin Cities campus. As the first point of contact for the students who utilize our services, the administrative specialist schedules, cancels, and checks-in appointments and consultations, takes calls and answers emails, participates in meetings, communicates with staff and trainees, and performs various clerical tasks as needed-all while helping to create a welcoming, inclusive, and affirming environment. Position Working Hours: Two shifts: 7:45am-4:30pm 8:45 am-5:30 pm Monday Through FridayThe Anticipated Pay Range for this position is $21.69-$25.62 hourly.
This position will be working full-time in-person on-site at the University of Minnesota's Twin Cities Campus.
Major Duties and Responsibilities:1. Assist Clients (55%)

Providing culturally informed and inclusive reception services to all clients and visitors to Student Counseling Services.Greets students and guests and assists with inquiries including checking-in students/guests, assisting with scheduling and answering relevant questions.Schedules, reschedules and cancels appointments for clients via in-person, phone, and email communications.Determines eligibility for services by direct inquiry. Assist clients with electronic intake forms and provide guidance for completion. Determines if crisis counseling should be offered. Adhere to and explain HIPAA policy and Acknowledgement of Notice of Privacy Practices form to patientsExplain Patient Financial Responsibility Statement to students. Collect visit copays and inform the patients about their financial responsibilities for payment when receiving services. Obtain current insurance information and appropriate release forms Schedules clients with appropriate counseling staff. Recognize and respond to emergencies and unplanned situations.Uses listed pronouns and preferred names, as indicated by the client.Consistently maintains a waitlist for clients; contacts clients in a timely manner when openings occur. Instructs clients on use of a behavioral health assessment tool and follows through at each appointment. Receives client payments and enters payments into client records. Assists the Records Manager and Office Supervisor with client assessments and client data needs.Maintains student room schedules and assists with access to student rooms.Maintains the professional appearance of the reception area, as well as, the cleanliness/tidiness of the mailroom. Assist with administrative duties around scheduling and managing counseling and affinity groupsAssist outreach team with any administrative tasks Manage administrative tasks of SCS GroupsResponsible for all scheduling duties for all types of appointments for SCS. This involves scheduling in the electronic record system, sending out reminder emails, etc.
2. Telephone and Electronic Communication (25%)
Responsible for answering a multi-line telephone system. Connects calls to appropriate offices, departments and counselors. Takes accurate messages and provides information about resources on and off campus to callers. Responsible for tracking all phone calls into a document to be reviewed after the end of each semester. Handle all student information by phone, electronically (e.g. email) or in person with proper awareness of and adherence to rules of maintaining confidentiality.Assist in managing departmental email account(s).Assists with taking meeting minutes in administrative meetings.Send out daily appointment emails with telehealth appointment links. Assist clients in navigating any telehealth technical issues.
3. Assist Counselors (15%)
Provides relevant information to counseling staff that may be helpful in the scheduling and counseling process. Processes survey/evaluation results and incoming client data/paperwork. Orientates trainees and new staff on policies and procedures for the front desk. Responds to counselors' need for assistance in emergency situations.Assists with scheduling meetings both in-person and via zoom. 4. Miscellaneous (5%)
Creates and maintains documents and materials for the office.Provides daily mail distribution, schedules meeting rooms and meeting times, takes inventory and orders supplies, shreds documents, registers students for workshops, etc.Various projects and other duties, as assigned.Cover Records Manager duties in their absenceOther duties as assigned
*This position is represented by a bargaining unit AFSCME Clerical.

Qualifications


Required Qualifications:
High School Diploma/GED and two years of related office, customer service, and/or administrative experience. Training/education may be substituted for some of the years of experience.Experience with scheduling and maintaining multiple calendars. Demonstrated commitment to diversity and serving underrepresented student populations.Strong computer and software experience, including proficiency in Zoom, Microsoft, and Google Suites (e.g. Gmail, Google Calendar, Google Drive, Word, Excel, etc).Experience in composing or creating email correspondences, office signs, and office documents, that require basic writing skills.

Preferred Qualifications:
Demonstrated experience within an academic environment and/or direct service to college students.Demonstrate experience in providing compassionate customer service that includes care for the well-being of students and working with challenging people dealing with difficult situations. Experience working independently and collaboratively. Independently navigate complex policies and procedures in a hybrid work environment.Creative problem solving and mutli-tasking skills. Experience working in a mental health environment and knowledge of HIPAA (Health Insurance Portability and Accountability Act).

About the Department


Student Counseling Services (SCS), a unit of the Office for Student Affairs, provides Student Well-being and Mental Health services to UMN-TC students. We promote student successand wellness with a respect for individual differences and a commitment to diversity andinclusion. SCS supports the teaching, research, and outreach/service missions of the Universityof Minnesota by offering comprehensive, accessible, flexible counseling, consultation,instruction, skills coaching and professional training. SCS is organized around three coreservices: Counseling Programs, Campus Outreach, and Professional Training.
SCS has a main location on the Minneapolis East Bank campus, an office on the St. Paulcampus, and embedded counseling positions on the Minneapolis West Bank campus and insome health science units. SCS is accredited by the International Association of CounselingServices (IACS) with a doctoral level internship training program accredited by the AmericanPsychological Association. More information on SCS can be found at counseling.umn.edu.
Student Counseling Services Diversity Statement
All interactions within SCS shall be guided by affirmation of basic human dignity and self-determination. We acknowledge the influence of culture in its broadest sense and provide services that are sensitive to the impact of oppression, prejudice and discrimination. We strive to provide a safe, respectful environment in which clients' experiences and perspectives are regarded with professional competence and caring. We include issues of diversity in our professional training programs as well as consultation and outreach services to the University community.
The affirmation of diversity requires our vigilance and willingness to question our own biases and ourselves. As we challenge ourselves and others to understand and promote diversity, we must communicate our openness to others, strive to understand their perspectives, and be willing to expand our receptivity to differences. We believe that as we become increasingly sensitive to and embrace the differences among us, we strengthen society, contribute to a more inclusive University community and provide a more just and affirmative practice of counseling and mental health.

Benefits


Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:
Competitive wages, paid holidays, and generous time offContinuous learning opportunities through professional training and degree-seeking programs supported by the Low-cost medical, dental, and pharmacy plansHealthcare and dependent care flexible spending accountsUniversity HSA contributionsDisability and employer-paid life insuranceEmployee wellbeing programExcellent retirement plans with employer contributionPublic Service Loan Forgiveness (PSLF) Financial counseling services Employee Assistance Program with eight sessions of counseling at no cost with free or reduced rates in the Twin Cities metro areaPlease visit the for more information regarding benefits.
How To Apply


Applications must be submitted online. Please submit your application with a cover letter and resume.This position will be open until filled.
To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a cover letter and resume.Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).
Diversity


The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.
Employment Requirements


Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
About the U of M




The University of Minnesota, Twin Cities (UMTC)The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

Keywords: University of Minnesota, Minneapolis , Front Desk Staff, Other , Minneapolis, Minnesota

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