Psychology Administrative Assistant

Job Responsibility: Department Student Services - Counselling & Clinical Services Salary range $44,016.45 to $58,952.54 Hours per week 35 Grade 6 Posted date May 29, 2024 Closing date June 12, 2024 Position Type Full Time - Operating Funded

Description

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of one year plus a day and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

Location - Work primarily takes place at North Campus, Edmonton. This role is hybrid with a mix of remote and in-person.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community .

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to more than 14,000 faculty and staff, over 40,000 students and 260,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Department

We want to welcome you into a caring and balanced workplace culture, one that endeavors to support your needs as you find your place on our collaborative team of psychologists, psychiatrists, nurses, and other helping professionals. Your passion for working with many kinds of students and identities - BIPOC folks, LGBTQ2S+, neurodiverse, international students, mature students, and so on - will be matched by our excitement and commitment to nurture and uplift members of our university community! Reporting to the Director of CCS, you will join an administrative team that is responsible for providing administrative support throughout CCS. Registering clients, processing client information, answering client and staff inquiries, and providing project support are all administrative functions of this role. This position will work in conjunction with a team that is responsible for all of the tasks detailed below.

We strongly encourage BIPOC persons, and others from any equity-deserving group(s), to apply.

Position

Affiliated with the Dean of Students' Health & Wellness Services at the University of Alberta, Counselling & Clinical Services (CCS) invites applications for the temporary position of Psychology Administrative Assistant. This position provides administrative and office support to CCS mental health professionals and assists CCS clients with client registration and data collection, phone inquiries and in-person questions.

Reporting to the Director of CCS, the Administrative Assistant is accountable for maintaining mental health professionals' schedules and managing client appointments, registration, referrals and cancellations. You will join monthly team meetings and maintain meeting agendas and minutes. You will also maintain confidential files and communications according to privacy and mental health standards and best practices. The Administrative Assistant will assist in the coordination and administration of client surveys; collecting, processing, and reporting on CCS statistics for the CCS Team, the Director and other levels of management. You will assist with the preparation and distribution of psychiatry medical reports, dictations and correspondence and provide support in responding to pharmacist questions regarding psychiatry patient prescriptions.

This position works within an interdisciplinary team environment composed of psychologists, psychiatrists, nurses, Doctoral Residents and Masters Practicum students, social workers, and administrative support staff. You will be rotating between two offices - the main CCS Clinic (Students' Union Building 2-600) and the One-At-A-Time Therapy (OAATT) Office (Students' Union Building 2-703). Hours will be 8:30 AM to 4:30 PM at the main CCS Clinic (approximately 3 weeks/month) and 7:30 AM to 3:30 PM at the OAATT Office (approximately 1 week/month).

Duties

Specific responsibilities include:

• Provides reception services to CCS clients during in-person visits as well as responds to phone/email inquiries
• Maintains the mental health professionals' schedules and manages both online and in-person client appointments (cancellations, rescheduling, etc), registration, and sends appointment reminders
• Ensures clients fill out appropriate paperwork for first appointments, follow-up appointments, feedback forms, etc.
• Attends monthly team meetings and maintains meeting agenda/minutes
• Maintains confidential files and communications according to privacy and mental health standards and best practices, including scanning paper documentation (notes, faxes, prescriptions, and so on) and transferring it to our Electronic Records Management system
• Assists in the coordination and administration of client surveys; collects, processes and reports on CCS statistics for the CCS team, Director and other levels of management
• Assists with the preparation and distribution of psychiatry medical reports, dictation, and correspondence
• Provides support in responding to questions from pharmacists regarding psychiatry patient prescriptions
• Provides administrative and office support to CCS mental health professionals
• Performs other duties as required

Minimum Qualifications

• High school diploma + additional administrative assistant training; equivalent combinations of education and experience will be considered
• Two years of office experience
• Working knowledge of the Health Information Act (HIA) and Freedom of Information and Protection of Privacy (FOIPP) to ensure that privacy standards are adhered to concerning all patient information
• Intermediate computer training; comfortable in troubleshooting basic computer problems
• Excellent organizational and time-management skills
• Excellent verbal and written communication and customer service skills

Preferred Qualifications

• Post-secondary education/Business Administration Diploma from a recognized institution
• Experience in a counselling or mental health facility
• Experience, and additional specialized training, assisting diverse and equity-seeking groups like Indigenous peoples, racialized minorities, LGBTQ2S folks, people with disabilities, and newcomers and/or International students
• A desire to work in a collaborative team environment
• A second language is a strong asset in this role
• Computer proficiency using MS Office applications and Google Application Suite
• Comfort working with technology like Google Apps, video conferencing software such as Zoom, Electronic Records Management systems for documentation and appointment bookings, etc.
• Knowledge and comfort working with our Electronic Records Management system “Titanium”

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.

Note: This opportunity will be available until midnight June 12, 2024, Edmonton, Alberta local time.