Administrative Associate For Counseling Services

Position Information Hiring Department : Counseling and Psych Services Reports To: Director of Counseling and Psychological Services Job Location: On site, El Paso, Tx Posting End Date: Open until filled. This posting may close once a sufficient number of qualified applications have been received. Hours: up to 40 hours per week, standard Monday- Friday 8:00am- 5:00pm, flexibility is required on evenings and weekends FLSA status: non-exempt Earliest Start Date: As soon as possible. Salary : $34,320 annually. Required Application Materials: Resume Cover Letter List of three references Position Summary Under the direction of the Director of Counseling and Psychological Services or designated departmental supervisor, the Administrative Associate provides advanced administrative and operational support for a high-volume university counseling center. The position supports student access, front-office continuity, confidential records, business and departmental operations, technology-enabled services, clinical and training program administration, student employee processes, purchasing, travel, outreach, and coordination with University and external partners. The position performs these functions within established University and departmental procedures and under the direction of the appropriate departmental administrator, clinician, program lead, or system administrator. The position requires sound judgment, discretion, attention to detail, and the ability to manage simultaneous priorities while maintaining strict confidentiality. Statement of Duties and Responsibilities: STUDENT ACCESS, CLINICAL SUPPORT, AND TECHNOLOGY-ENABLED SERVICES 40% Provides front-desk reception and customer service; responds to and routes inquiries from students, faculty, staff, families, and community partners; schedules, confirms, reschedules, and coordinates clinical and nonclinical appointments; maintains provider schedules; checks students in; assists with intake, consent, and other required forms; and monitors reception and waiting areas, promptly notifying clinical staff when urgent attention may be needed. Maintains confidential electronic and approved hard-copy records in accordance with university, legal, clinical, privacy, and records-retention requirements; processes authorized records requests, Release of Information forms, enrollment and attendance verifications, and absence or leave documentation; monitors electronic submissions and routes information requiring timely clinical review. Provides administrative support for electronic health-record, paperless, telehealth, online scheduling, SMS reminder, digital form, website, outcome-assessment, payment, and Biofeedback Lab operations by maintaining routine information and availability as authorized, monitoring completion and usage, assisting users with routine questions, identifying and documenting system issues, tracking equipment or message needs, and coordinating technical support with Information Technology and appropriate system administrators. Coordinates referrals and required documentation with approved clinical partners, including tracking appointment limits, signatures, assessment activity, and related payment documentation; sends and monitors appointment notifications, reminders, and follow-up communications. BUSINESS, FINANCIAL, TRAVEL, AND DEPARTMENT OPERATIONS 30% Coordinates purchasing requests, requisitions, vendor onboarding, approved electronic transactions, reimbursements, assessment-related payments, UStore activity, and procurement documentation; tracks purchases, receipts, expenditures, and payment records; maintains documentation for reconciliation, audit, compliance, budget tracking, and routine financial or operational reporting. Plans and coordinates approved travel, conference registrations, transportation, and lodging; prepares authorizations, itineraries, supporting documentation, reimbursements, and related University forms; monitors approvals, deadlines, changes, re…

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