Administrative Assistant

7 days ago

Hamilton, Canada Mohawk College Full time

**Administrative Assistant - Campus Wellness (Temporary Part Time: May 2024 - August 2024)** Status**: Temporary Part Time: May 2024 - August 2024

**Hours**: Up to 24 hours/week

**Home Campus**: Fennell (fully on-site)

**Rate of Pay**: $20.29 per hour, plus 4% in lieu of vacation

**Posting Date**: April 30th, 2024

**Closing Date**: May 6th, 2024 at 7:00 pm EST

We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community.

Reporting to the Director, Campus Wellness, the incumbent is responsible for front desk and clerical duties related to Counselling, Wellness, and Health Services. This includes taking inquiries from students regarding counselling and medical appointments, as well as scheduling and checking-in students for appointments. The position also includes responsibility for coordinating schedules for staff, uploading documents and data entry into a records management system, and scheduling of wellness programs.

The Administrative Assistant is the consistent presence in the waiting room, answer questions and providing support to those who visit the Health and Wellness Centre. They are key in ensuring those utilizing the services are triaged and attended to promptly and confidentially.

**What you’ll be doing**:
**Reception and Clerical Duties**
- Books meeting times for students with counsellors, nurses, physicians, and case managers through the EMR, including collecting documentation
- Ensures appropriate appointment booking, ensuring timelines and eligibility match with ministry deadlines or health directives
- Appropriately advises students about eligibility for services and immunizations, following the direction of the nurses and physician
- Monitors the waiting room to ensure Health and Wellness Centre staff are informed of any visitors who may need more urgent assistance.
- Facilitated ongoing and timely access to non-urgent students to counsellors, nurses or case managers
- Sets up schedules for Counsellor prior to the beginning of each semester to support drop-in schedule, campus specific service days, meeting schedules, lunches, non-contract times, etc.
- Receives phone calls for the Health and Wellness Centre.
- Facilitates the placement of information on the electronic record management system and departmental common drives.
- Maintains client spreadsheets related to those accessing services to ensure ministry reporting is accurate. Facilitates the placement of information on the electronic record management system and departmental common drives.
- Provides onsite front desk, registration and direction to students and staff utilizing antigen clinics, immunization clinics, and wellness events
- Ensures lab transportation is booked as needed
- Supports physician clinics by supporting medical billing, including submitting procedures to private insurance, OHIP billing and receiving payments from students for non-billable services.

**Departmental Initiative Support**
- Support departmental initiatives and campaigns through the creation of social media and promotional content
- Support the development of signage and promotions
- Help to monitor web content for revision and updating

**Administrative Support**
- Provides basic administrative support to the Director Campus Wellness including but not limited to scheduling of meetings, booking of rooms, creating images for campus screens/social media and support with creation and ordering of marketing material.

Other duties as assigned.

**What you’ll bring to the role**:

- ** **2-year diploma in Medical Office Administration, Medical Terminology, Customer Services, Social Service Work or equivalent
- A minimum of two years of practical experience, in a service-oriented environment within an educational setting
- Experience working with persons with disabilities and those with mental health concerns
- Experience with current computer software (e.g., MS office) and data management systems, including generating reports, performing data queries, maintaining databases (e.g., spreadsheets).
- Computer skills such as Microsoft office and Excel.
- Expertise in electronic medical record use and experience with medical billing.
- Experience with Social Media preferred.
- Excellent customer service skills.
- Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
- The ability to communicate and work effectively with diverse students, employees, and communities.

**What we offer**:

- ** **Opportunity to gain experience and build relationships at a Hamilton/Niagara Top Employer.
- Access to professional development opportunities.
- Option to enroll in Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
- Discounted rate for full-service athletic

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