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Thiel College is seeking a full-time, 12-month Administrative Assistant to provide administrative support to the administrative faculty and staff of the MS-SLP Program.   Education and Experience:  Associate degree, at least 3 years' experience as administrative assistance.  Medical office secretarial experience and proficiency in Microsoft Office Suite preferred.

Essential Job Functions: 1. Serves as front office receptionist for CSD Department, MS-SLP Program, and on-campus clinic by answering telephone, screening callers, relaying messages, greeting visitors, and resolving clinical, academic, and student inquiries. 2. Provides follow-up on all written and verbal inquiries, voicemail messages, and incoming calls regarding schedules, requests for clinical services, clinical faculty messages, and academic programmatic information. 3. Records initial phone contact or in-person data for follow-up (referrals via schools, Intermediate Unit, hospitals, doctors, previous or current clients) and completes appropriate client intake documentation, written and electronically, and effectively communicates information to service providers. 4. Prepares client intake information using electronic medical record system. 5. Sets clinical appointment schedule, assigns therapy rooms, and maintains scheduling board for all diagnostic evaluations and therapy appointments. 6. Enters new client information into electronic medical record. 7. Creates and manages client files, client-related paperwork, information release forms, log of client scheduled visits and attendance using electronic medical record.  This includes appropriate coding for both medical and treatment diagnosis and procedural codes utilized during visits. 8. Facilitates communication between the clinic office, Clinic Director, clinical supervisors, and student clinicians regarding client cancellation, file documentation, and maintenance. 9. Composes, maintains, and updates clinical forms to expedite and facilitate extraction, exchange, and filing of essential client information. 10. Maintains student records and clinic databases, including client attendance information and diagnostic codes. 11. Maintains clinical clock hour record-keeping system, including entering externship sites and supervisor information. 12. Composes, maintains, and updates programmatic forms to expedite and facilitate extraction, exchange, and filing of essential student records and information. 13. Organizes and maintains current and archived records of student clinical clock hours and competencies (verifying earned clock hours as requested by students, Clinic Director, MS-SLP Program Director, Department Chairperson, graduate training programs, certifying boards/agencies). 14. Maintains inventory of all diagnostic and therapy materials via inventory database. 15. Maintains reference and resource books for clinic library, diagnostic, and therapy materials. 16. Maintains clinic library and materials database and monitors check out/in procedures. 17. Completes various request forms for office supplies and equipment as directed. 18. Orders and maintains inventory of supplies, computer, and clinical equipment. 19. Serves as administrator for all software and web-based programs and services used by students and faculty for academic and clinical purposes (e.g. Clinic Note, Calipso, Valt, Simucase, Medbridge, Master Clinician, etc.) to include payment of services to vendors, enrollment of faculty and students in programs, and liaison with vendors for troubleshooting/technical support. 20. Submits expenditure requests; reviews academic/clinic credit card statements and processes monthly reconciliation statements to submit to accounting. 21. Monitors/reviews academic and clinic revenue and budget entries for accuracy and assists MS-SLP Program Director and Clinic Director with budget preparation as appropriate. 22. Assists with making travel and accommodation arrangements and reimbursement for professional travel. 23. With the guidance of the MS-SLP Program Director, Clinic Director, and faculty, assists in: a. Examining financial transactions for accuracy and compliance with clinical and program policies. b. Evaluating operational procedures for adequate internal controls within established procedures and standards as dictated by the Council on Academic Accreditation (CAA) for clinical forms and files, client attendance, clinical clock hours, academic knowledge and skills outcomes. c. Maintaining student recruitment and admission records and participating in regular meetings with MS-SLP Program Director and Admissions department.

d. Compiling and maintaining a record of student liability insurances, criminal and child abuse clearances, HIPAA training, infection control training, mandatory observation hours, and other pre-clinical and clinical requirements for compliance with ASHA regulations. e. Developing, modifying, and preparing reports, memoranda, and other written documentation of a confidential and sensitive nature. f. Participating in group training meetings for student clinicians regarding clinic office procedures 24. Independently assigns work and delegates responsibilities to graduate assistants regarding the operation of the clinic. Maintains record of graduate assistant hours. 25. Assists in formatting and preparation of clinical handbooks, advising guides, off-campus supervisor guides, and other program and clinical materials. 26. Coordinates planning for special program activities, including student orientation, open houses, conferences, workshops, graduation reception, and other similar functions in consultation with MS-SLP Program Director and Clinic Director. 27. Prepares periodic summaries of clinical services for the on-campus clinic. 28. Prepares semester and end-of-year statistical reports at the request of the MS-SLP Program Director and/or Clinic Director. 29. Prepares semester and end-of-year financial reports at the request of the MS-SLP Program Director and/or Clinic Director. 30. Records and prepares minutes from program and clinical supervisor meetings. 31. Performs other related duties as assigned.

Supervision:                            Supervises some student workers and/or provide functional guidance of support staff or other employees who work on a project or assignment on a temporary or intermittent basis.

Knowledge Skill and Abilities: Knowledge of: • Efficient office procedures and current technology.

Skilled in: • Time management and ability to prioritize work. • Interpersonal and written communication. • Exercising discretion and independent judgment. • Using tact, patience, and courtesy.

Ability to: • Multi-task in a fast paced environment while paying attention to detail. • Demonstrate a high degree of professionalism, initiative and independence. • Work with confidential and sensitive information.

Working Conditions: Standard office hours are 8 am to 5 pm with a one hour lunch (Monday through Friday) in a general office and campus environment.  Occasional nights and weekends may be required.

Safety/Training Requirements:   Continuing education for topics relevant to the field.  Periodic training on topics of nondiscrimination, prevention of harassment, prevention of sexual misconduct, and other topics as required. General safety training and ergonomics trainin