Job Summary:

The Administrative Assistant is responsible for providing administrative support by coordinating activities, supporting programs and facilitating department objectives for the TCU Counseling Clinic at The Family Resource Center office. Assists in preparing reports, purchase orders, and letters; enters digital information and provides administrative assistance for the clinic director. Acts as a behavioral health receptionist to schedule appointments, answer, screen, and refer telephone calls and emails. This position is grant-funded and is subject to the terms and limitations of the grant.

Duties & Essential Job Functions:

1. Produces information by developing, transcribing, formatting, inputting, editing, retrieving, copying, filing, and transmitting text, data, and graphics. Maintains confidential student records according to established procedures.
2. Organizes work by reading, routing and answering correspondence; collecting, maintaining and prioritizing information; managing department procedures and telecommunications; updating records and inventory; assigning and monitoring student workers.
3. Maintains department schedules by keeping calendars for department personnel; arranging meetings, classes, conferences, teleconferences, and travel.
4. Organizes department events by securing speakers, making guest travel arrangements, choosing menus or purchasing food, reserving facilities, ordering decorations, preparing agendas and programs, taking minutes.
5. Maintains webpages, social media platforms, and sharepoint sites for department by creating and updating content; identifying and resolving issues and implementing results.
6. Manages public relations by greeting customers, constituents and colleagues, in person or on the telephone; answering or referring inquiries; providing information and assistance regarding department functions.
7. Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
8. Monitors expenses by gathering and reporting budget information; facilitating and monitoring invoices and purchase orders; scheduling and reconciling expenditures.
9. Facilitates department projects by creating and documenting the process to implement projects; monitoring project progress; coordinating activities; communicating with vendors; resolving problems; making recommendations for management approval.
10. Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques, making recommendations for changes.
11. Performs other related duties as assigned.

Required Education & Experience:

• High School Diploma, GED or equivalent.
• 1 year of basic office experience

• Bilingual (English/Spanish) fluency both orally and in writing.

Preferred Education & Experience:

• Bachelor’s Degree.
• 3 years of basic office experience.

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• None.

Knowledge, Skills & Abilities:

• Knowledge of customer service techniques.
• Knowledge of basic research techniques.
• Knowledge of basic accounting practices.
• Knowledge of the computerized medical appointment system.
• Knowledge of office practices, procedures, and equipment.
• Knowledge of records administration and maintenance techniques and procedures.
• Knowledge of partnering agencies to whom referrals are made.
• Skill in the use of Microsoft Office, including Word, Excel, Outlook and PowerPoint.
• Skill in problem solving and communicating resolutions.
• Skill in data entry with minimal errors.
• Skill in performing mathematical calculations with accuracy.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Ability to communicate clearly both orally and in writing.
• Ability to support prospective student and parent inquiries by phone or in person
• Ability to draft grammatically correct correspondence.
• Ability to evaluate and make recommendations to improve operations.
• Ability to process and handle confidential information with discretion.
• Ability to organize and coordinate work, including maintaining attention to details and quality.
• Ability to prioritize work while meeting multiple deadlines, often changing assignment on short notice.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

AA/EEO Statement:

As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.