"Part-Time Office Assistant, Rice Counseling Center"

Position Summary

The Rice Counseling Center (RCC) is a diverse team of psychologists, social workers, counselors, and psychiatrists committed to providing professional, compassionate, and individualized care to Rice University undergraduate and graduate students. The Part-Time Office Assistant plays a vital role in the daily operations of the Rice Counseling Center. This position provides administrative, organizational, and front-line support to clinicians, the Clinical Director, and the Executive Director. This role is central to maintaining a welcoming, organized, and confidential environment for students seeking mental health services.

Ideal Candidate Statement

The ideal candidate is a compassionate administrative professional who is detail-oriented, a team player, and committed to supporting student mental health needs in a confidential and inclusive environment.

Workplace Requirements

This position is primarily remote, with occasional on-campus work to support events, trainings, and meetings as needed. The role is part-time at 20 hours a week with a flexible schedule of 4 hours per day, preferably in the morning and early afternoons. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range

$18.89 - $20 an hour, contingent upon experience and qualifications
*Non-Exempt (hourly) positions under FLSA are eligible for overtime.*

Minimum Requirements

• High School Diploma
• 2+ years of experience in a clinical office or administrative setting
  • In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted

Skills

• Proficient computer skills and demonstrated experience with office software and email applications
• Demonstrated success in follow-through and completing routine tasks
• Advanced organizational skills and attention to detail
• Advanced verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize and multi-task in a fast-paced clinical environment
• Ability to work from home with a provided computer and phone system
• Ability to work independently and as part of a team to meet expected deadlines and schedules

Preferences

• Bachelor's degree
• 3+ years of experience working in a counseling, healthcare, or higher education setting
• Familiarity with electronic health records or scheduling systems
• Cultural competence and experience working with diverse student populations
• Interest in mental health, student services, or helping professions
• Experience working with adolescents or college-aged populations
• Prior experience with the electronic health record system, Titanium
• Strong customer service skills
• Ability to set strong boundaries

Essential Functions

• Serves as the administrative main point of contact for the Rice Counseling Center's (RCC) staff
• Provides general information about services and procedures of the RCC, and resources of the university, while maintaining appropriate boundaries for undergraduate and graduate students
• Supports the RCC's clinician and psychiatry staff with appointments, managing their calendars, and resolving calendaring conflicts
• Assists in triaging students' requests for service with the RCC
• Manages the RCC's email, including appointment reminders, clinician assignments, and other official correspondence
• Assists with after-hours messages on the emergency line by connecting students to RCC or other campus support resources
• Maintains accurate and confidential client records in compliance with university policies and legal regulations (e.g., FERPA, HIPAA, where applicable)
• Prepares and organizes paperwork, intake forms, releases, and correspondence in the RCC's electronic health record system
• Supports the RCC's virtual therapy scheduling, including processing digital paperwork for intakes and consent forms, and organizing virtual appointment links
• Assists with prescription management for staff psychiatrists
• Supports the Clinical Director with clinician assignments in the electronic health record system
• Audits patient records for accuracy, updated consents, and contact information
• Processes financial transactions such as expense reconciliations and procurement
• Participates in staff meetings, trainings, and quality improvement activities
• Assists with office supply management and ordering
• Performs other duties as assigned

Additional Functions

• Maintains up-to-date knowledge of campus and community resources
• Assists with audits and produces data on the RCC's statistics of demographics and appointments as requested by higher Rice administration
• Assists with event development and planning, including training and engagement
• Provides feedback for policies regarding the management of general operations
• Communicates effectively with the Health and Wellbeing administrative team

Special Instructions to Applicants:
All interested applicants should attach a resume and cover letter in the Supporting Documents section of the application, preferably in a PDF format, to avoid any formatting issues.

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