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Administrative Assistant for Health Services/Personal Counseling Services

Description of Job

The Administrative Assistant provides frontline services for Edgewood College students, faculty and staff members, and parents and families who are accessing the Wellness Center


Reception Desk  

  • Open the Wellness Center at 8:00am and close the center at 4:30pm on weekdays 

  • Ensure consistent coverage of the reception desk given that students frequently present with physical or mental health emergencies 

  • Provide frontline services for Edgewood College community members who are accessing the Wellness Center, including administering paperwork, providing information about services, scheduling appointments, and following crisis and emergency protocols 

  • Triage students seeking care from Health Services, including referring them to appropriate urgent care or off-campus clinics based on their insurance coverage as needed 

  • Manage phone calls and other contacts from various parties (e.g., students, staff, faculty, administrators, parents or family members, attorneys, hospitals or other care facilities) while maintaining strict standards of confidentiality 

  • Utilize confidential databases and uphold state and federal regulations regarding confidentiality 

  • Manage Electronic Health Record (EHR) systems including communication, scheduling, billing, scanning information into student records, and running reports. 

Wellness Center Coordination  

  • Maintain community areas and resources such as waiting rooms, the relaxation room, and the lending library 

  • Order and stock office and medical supplies 

  • Coordinate projects with other departments such as Facilities, the Technology Assistance Center, Marketing, the School of Nursing, and the College of Education as needed 

  • Assist in planning and logistics of outreach programming related to health and wellness (e.g., creating announcements or flyers for programming, reserving rooms, submitting catering requests) 

  • Coordinate annual Wellness Fair 

  • Assist in marketing and promotion of the Wellness Center 

  • Manage website content for both Health Services and Personal Counseling Services 

  • Obtain mail and packages on a regular basis 

  • Other duties as assigned 

Division of Student Development (DSD) Participation  

  • Assist with record management and other administrative duties within the Maxient record keeping system  

  • Complete division projects as assigned by the Vice President of Student Development 

  • Collaborate with other DSD members on division priorities and projects 

  • Attend the DSD meetings and retreats  

Job Qualifications

Necessary Education or Work Experience

Minimum two to three years professional experience working in an administrative support role 

Required Knowledge and Skills

  • Experience with medical or counseling clinic practices 

  • Experience with Electronic Health Record systems 

  • Ability to stay calm in stressful or crisis situations 

  • Outstanding customer service skills and flexibility 

  • Advanced computer skills, including comfortability with Electronic Health Record systems, Word, Excel, Powerpoint, Teams 

  • Ability to work independently 

  • Good oral and written communication skills 

  • High degree of work accuracy with attention to detail 

  • Ability to handle confidential information 

  • Demonstrate understanding of, and commitment to, the college mission and student population 

Other Qualifications

Edgewood College, a Catholic college sponsored by the Dominican Sisters of Sinsinawa, is an Equal Opportunity Employer, committed to academic excellence through diversity in its faculty, staff, and students. Candidates must demonstrate multicultural competence - the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. The selected candidate must actively support the mission of the College by working with faculty, staff and students to share in our core values - truth, compassion, justice, partnership, and community.

To apply:  Send a cover letter, resume, and references to: 

Edgewood College 

Human Resources –AAHS 

1000 Edgewood College Drive 

Madison, WI 53711 

E-mail: humanresources@edgewood.edu 

Equal Opportunity Employer