Counseling Center Administrative Assistant (Evening Shift)

Position Description

The Administrative Assistant (Evening Shift) works alongside the daytime Administrative Assistant to support the Office Manager in running the daily administrative operations of the Biola Counseling Center. This includes tasks such as communicating with clients and BCC staff, answering phones, scheduling appointments, filing, data entry, processing payments, and managing electronic and paper health records. The role also involves closing the Center at the end of the business day. The working hours for this position are Monday through Thursday from 11:30 am to 8:30 pm.

Alignment with Theological Positions

The person who fills this position must be someone who personally agrees with Biola's Articles of Faith and who is supportive of the positions taken by Biola as contained in its Statement of Biblical Principles and Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola.

Department

Biola Counseling Center, Rosemead School of Psychology.

Supervisor

This position reports to the Counseling Center Office Manager.

Educational Requirements

High school diploma required; some college preferred; related work experience considered in lieu of degree. At least one year of customer service experience.

Work Requirements

Non-exempt (02), full-time 32 hours/week, 12 months per year

The specific hours for this position are Monday through Thursday from 11:30 am to 8:30 pm

Additional hours, including on Friday, are occasionally required to cover team absences due to illness, vacation, etc.

This in an on-site position requiring personal attendance at the Biola Counseling Center office in La Mirada, California

Essential Duties

Greet clients and visitors upon arrival at the clinic

Answer phones and emails, redirecting them to the appropriate personnel and addressing any inquiries

Clearly communicate information regarding BCC services, operations, and policies to clients, visitors, therapists and clinic staff

Utilize and maintain the electronic medical records system accurately to schedule appointments and resources, check in clients, and process payments

Organize and manage paperwork and electronic records for easy retrieval by appropriate personnel

Address crisis situations following established protocols and swiftly initiate appropriate client care with clinic staff.

Provide supervision to the student worker/evening receptionist in the absence of the Office Manager, ensuring completion of daily duties and delegating additional projects as needed or requested by the Office Manager.

All other duties as assigned that the supervisor determines are appropriate

Required Skills/Qualifications

Maintain high levels of integrity, confidentiality, and discretion in all BCC related work

Must be self-starting, possess exceptional organizational skills, able to multitask, manage multiple projects, decisive, detail-oriented, and capable of working independently

Excellent written communication, grammar, and spelling skills are required

Displays warm interpersonal skills with a professional demeanor

Excellent telephone communication skills, including the ability to manage multiple incoming phone lines

Ability to provide excellent customer service, assisting and communicating with individuals from diverse backgrounds

Must maintain professionalism during crises or high-stress situations and effectively diffuse tense situations over the phone and in person

Proficient in computer skills with working knowledge of Mac and PC computers, Microsoft Office, Google Applications, and the ability to easily learn new programs and skills

Accuracy in data entry and filing

Ability to work well with different people, be a team player, and handle a variety of tasks with a good sense of humor

Willingness to be flexible and maintain a learning posture

Must be physically able to reach above shoulder level and below knee level

Hiring Range: $19.80 - 21.42 per hour