Administrative Coordinator

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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

About the Position

Support Lewis & Clark Community Counseling Center (LCCCC) and Lewis & Clark Problem Gambling Services (PGS) by coordinating daily administrative operations, maintaining client data bases, managing weekly center deposits, managing clinic service and space schedules, assuring space and supply needs are met, orienting new clinic trainees and clinical supervisors, assisting in training clinic graduate assistants, aiding in outreach events and promotional needs, and serving a central role in center communications.

This position is represented by the Lewis & Clark College Support Staff Association (LCCSSA) Local 4912 of the American Federation of Teachers (AFT). The Bargaining Agreement may be accessed online at http://www.lclark.edu/unions/lccssa/. 

What You'll Do

Administrative Support

• Answer phones and emails
• Take meeting minutes for Clinic Advisory Group
• Track and address center space needs, repair needs, technology needs
• Collect weekly session fee income; log service utilization; and prepare weekly deposits
• Track and manage center supply needs
• Provide outreach and event support, including coordinating and tracking outreach events, center promotion, and advertising efforts
• Assist Director with developing administrative processes to ensure operational efficiencies.

Data and Paperwork Management

• Aid in managing client databases and center data output
• Collaborate with Clinic Director and Research & Assessment staff in establishing and maintaining a database management system
• Assist in collecting and reporting client outcome data
• Collect session and center utilization data; provide weekly report of data to director; and perform analysis of data in support of annual report
• Support PGS Director with intake and discharge paperwork distribution
• Support PGS Director in quality assurance of client files

Room Scheduling

• Work with CPSY Department and Registrar’s office for semester tasks and scheduling
• Maintain room schedules for counseling sessions

Client Intake

• Screen potential clients and schedule appointments
• Communicate to clinicians and supervisors when intakes are scheduled

Communications Management

• Aid communication between directors, faculty, supervisors, and students
• Aid in editing and distributing center internal and external documents
• Draft, update, and edit supervisor and clinic manuals

IT Liaison

• Work closely with Information Technology Services to identify issues with computer and video observation equipment within classrooms and treatment rooms; coordinate services as needed to ensure proper operation of equipment
• Work closely with Educational Technology staff to connect clinical supervisors to the Learning Management System (Moodle) and the video observation system
• Coordinate clinical supervisor and clinic graduate assistant access to the appropriate network files

Orient, Train and Oversee Clinic Graduate Assistants and Volunteers

• Assist in developing training materials for clinic graduate assistants and clinical supervisors
• Train clinic graduate assistants in clinic operations
• Provide operational supervision of clinic graduate assistants, including setting and managing their schedules
• Train clinical supervisors in the use of the video observation system for client sessions
• Work with PGS director to train volunteers in specific tasks
• Ensure PGS volunteers complete tasks in timely and effective manner, including providing monthly reminders to update caseload summaries, Intake Referral List, and Variance Log.

Must Haves

• High school diploma plus 6 years of directly related job experience OR Associate's degree and
  4 years of directly related job experience OR Bachelor's degree and 2 years of directly related
  job experience.
• Administrative office experience - 3 years.
• Demonstrated experience in a high volume, service-oriented environment.
• Excellent skills in planning and prioritizing complex tasks with conflicting demands and deadlines, frequent interruptions, and changing priorities.
• Sound decision-making skills.
• Excellent interpersonal and diplomacy skills, including empathy and professional client service orientation.
• Excellent organizational skills and demonstrated ability to perform detailed work with a high degree of accuracy.
• Demonstrated strong oral and written communication skills.
• Ability to work with complex and sensitive data and to maintain confidentiality. Discretion, personal integrity, and superior ethics. This position deals extensively with confidential and sensitive information covered under federal FERPA and HIPPA guidelines.
• Supervisory experience, including demonstrated experience establishing work schedules, setting priorities, and providing guidance and feedback.
• Ability to carry out responsibilities in alignment with the social justice mission of the Graduate School.
• Must show evidence of ability to work in a clinical setting.

Nice to Haves

• Bachelor’s degree
• Six years of experience and expertise developing and managing data systems and generating reports.
• Demonstrated ability to successfully interface with mental health clients

Physical Requirements

• Bending, kneeling/squatting, standing, twisting, climbing stairs, sitting, walk, pinching/squeezing, reaching, pushing/pulling, repetitive hand movements, seeing, talking, hearing

Work Schedule

• Full-time
• 37.5 hours per week
• Benefits Eligible: Yes

Pay Rate

• LCCSSA Grade 15 / Step F
• $23.41 per hour

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

The College explicitly acknowledges and affirms its conviction that diversity with respect to race, ethnicity, national origin, socio-economic background, religious orientation or spirituality, physical or sensory disability, gender, and sexual orientation on the Lewis & Clark campus provides an educational benefit for all students that can be realized only if students and education professionals from diverse backgrounds are present in significant numbers within our learning community. In creating and sustaining such a community, we engage, to the extent possible, in practices that will ensure a high degree of diversity on our campus, simultaneously meeting the highest standards of academic excellence of which we are capable.

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. 

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.