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Secretary, Administrative (Extended Temporary)

Below you will find the details for the position including any supplementary documentation and questions you should review before applying to the opening.  To apply to the position, please click the Apply to this Job link/button.

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Please see Special Instructions for more details.

Please note: You will be required to provide contact information for a minimum of three professional references within your application. Should you be selected as a finalist for this position, your references may receive an automatic email. This email will ask your references to complete a brief questionnaire in regard to your suitability for the position as well as request the attachment of a letter of recommendation.

Position Details

Position Information

Title Secretary, Administrative (Extended Temporary)
Department Campus Health and Wellness (7501)
Location Main Campus
Position Summary

The University of Arizona, Campus Health Service’s (CHS) Counseling & Psych Services (CAPS) department is seeking a responsive, reliable and professional individual to staff the CAPS main location and satellite clinic’s front desks. CAPS is a busy and fast paced college mental health clinic comprised of 30+ professionals who provide counseling, medication management, consultation, educational outreach, and crisis intervention for the University campus.

This position demands high levels of judgement and discretion, as well as comfort and sensitivity to a wide array of cultural and individual differences and lifestyles. The position requires consistent attendance, the ability to multiple tasks despite frequent interruptions, an ability to remain calm under pressure, and a helpful demeanor, both in person and over the phone. In addition to reception and phone duties, frequent interface with both desktop and portable computer systems is necessary. This position reports to the Lead Administrative Secretary of CAPS.

This is an Extended Temporary Employment (ETE) position. For further details on this type of position at the University of Arizona, please click here.
This is a year around, full-time benefits eligible position with a desired start date of January 8, 2018.

The UA CHS is the first fully accredited college health service in the nation and is ranked as the 2nd best college health service in the U.S. in the 2017 and 2018 Princeton Review. It is a diverse organization of over 150 employees who are committed to improving the health and safety of adolescent and adult college students. Come be a part of a team that promotes health, wellness and safety to the UA and the surrounding Tucson community. For more information on the Campus Health Service, please go to http://www.health.arizona.edu/about-us.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state retirement plan; access to UA recreation and cultural activities; and more!

The University of Arizona has been listed by Forbes as one of America’s Best Employers in the United States and WorldatWork and the Arizona Department of Health Services have recognized us for our innovative work-life programs. For more information about working at the University of Arizona, please click here.

Duties & Responsibilities
  • Provide reliable, attentive and professional support for a large multi-disciplinary mental health staff.
  • Schedule a variety of appointments, both in person and by phone, utilizing an electronic scheduling system with multiple coding elements.
  • Receive and relay timely messages accurately to staff from callers, other providers and phone message lines.
  • Assist students and other service users by answering questions and/or providing information based on a thorough knowledge of departmental policies and procedures.
  • Accurately enter billing information into an e electronic medical record system.
  • Confirm insurance coverage and enter coverage details into an electronic medical record system.
  • Take accurate minutes at CAPS and other Campus Health meetings; type and disseminate these electronically, in a coherent and timely manner.
  • Type, proofread and edit manuscripts, technical documents, forms, and brochures.
  • Establish, organize and maintain various administrative record keeping systems.
  • Track provider schedule changes; manage and update electronic schedules, as needed.
  • Arrange meetings and reserve meeting rooms.
  • Coordinate facility and supply needs; assist with the monitoring and ordering of supplies.
  • Run reports and create spreadsheets and/or graphic representations of specific data elements utilizing Microsoft Excel and other internal data management systems.
  • Work cooperatively with the team to ensure consistent coverage at the CAPS front desks, including CAPS satellite location(s).
  • Attend relevant meetings, as indicated.
  • Additional duties as assigned.
Knowledge, Skills, & Abilities
  • Excellent customer service skills.
  • Exceptional face to face, telephonic and online communication skills.
  • Ability to take/produce accurate meeting minutes.
  • Ability to effectively manage information, instructions and activities which may be occurring simultaneously from multiple sources.
  • Ability to work collaboratively and effectively as a member of a team.
  • Comfort with learning and incorporating emerging technology.
  • Excellent organizational skills.
  • Flexibility and ease with rapid change.
Minimum Qualifications
  • Must demonstrate sensitivity to diversity and multicultural issues.
  • Must be able to take/produce accurate meeting minutes.
  • Knowledge of basic record keeping and other standard office procedures.
  • Skill in operating basic current office equipment (computers, multi-line phone systems, advanced copiers, scanners).
  • Proficient in Microsoft programs such as Word, Excel and PowerPoint.
Arizona Board of Regents Minimum Qualifications

Three years of secretarial/clerical experience; OR, Certificate in Secretarial Science AND two years of secretarial/clerical experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications
  • At least one year of experience working within a mental health clinic setting.
  • Experience with electronic medical record systems.
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Clerical and Office
Benefits Eligible Yes - Full Benefits
FLSA Non-Exempt
Posted Rate of Pay $13.558 Per Hour
Type of criminal background check required: Fingerprint criminal background check (security sensitive due to title or department)

Posting Detail Information

Posting Number S24301
Number of Vacancies One
Desired Start Date 01/08/2018
Position End Date (if temporary) 01/08/2020
Limited to Current UA Employees No
Contact Information for Candidates

Patricia R. Morales, PHR, SHRM-CP
HR Program Coordinator, Sr.
Campus Health Service
(520) 626-6903
prrodri1@email.arizona.edu

Open Date 12/04/2017
Review Start Date 12/11/2017
Close Date
Open Until Filled Yes
Special Instructions to Applicant

Please note: You will be required to provide contact information for a minimum of three professional references within your application. Should you be selected as a finalist for this position, your references may receive an automatic email. This email will ask your references to complete a brief questionnaire in regard to your suitability for the position as well as request the attachment of a letter of recommendation.

Quick Link for Internal Postings http://uacareers.com/postings/23445
Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. We translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we encourage diverse candidates to apply, including people of color, women, veterans, and individuals with disabilities. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Where did you first learn about this position?
    • Arizona Daily Star
    • Arizona Republic
    • ArizonaDiversity.com
    • Careerbuilder.com
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • HigherEdsJobs.com
    • Hispanic Outlook in Higher Education
    • Indeed.com
    • InsideHigherEd.com
    • Jobing.Com
    • LinkedIn
    • Local Job Banks
    • Pima County One-Stop
    • Professional Conference
    • Professional journal/publication
    • Referred by UA Employee
    • Invited by Dept to Apply
    • UA Website
    • Other
  2. * Do you have three years of secretarial/clerical experience; OR, Certificate in Secretarial Science AND two years of secretarial/clerical experience; OR, any equivalent combination of experience, training and/or education?
    • Yes
    • No
  3. * Are you proficient in Microsoft programs such as Word, Excel and PowerPoint?
    • YES
    • NO
  4. * Are you able to take/produce accurate meeting minutes?
    • YES
    • No
  5. * Do you have at least one year of experience working within a mental health clinic setting?
    • YES
    • NO
  6. * Do you have experience with electronic medical record systems?
    • YES
    • NO

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents