• Oversee and coordinate front-of-office administrative workflows, including intake, routing, and service access procedures, to ensure consistency, compliance, and effective customer service delivery.
• Independently determine and modify intake and scheduling frameworks to ensure equitable access, operational efficiency and regulatory alignment
• Communicate department practices and procedures to students and families with clarity and empathy, using active listening and supportive communication techniques.
• Apply established strategies and departmental procedures to help guide individuals toward appropriate resources.
• Evaluate non-routine or complex service access issues and determine appropriate administrative escalation or resolution pathways.

Safety

• Assess operational gaps related to front-of-office coverage and service access and recommend adjustments to administrative workflows or coverage models as needed.
• Exercise independent judgment, including authority to resolve administrative and service-access issues, determine appropriate responses, and independently implement solutions; escalating only issues involving policy deviation or significant institutional risk.
• Arrange student transport services in coordination with University standards; follow emergency protocols and notify supervisor as required.
• Identify and triage non-routine requests and communicate with staff as needed. Assist students in distress and respond to emergencies following established policies and procedures.

• Administer and coordinate appointment scheduling systems and workflows, ensuring appropriate prioritization, compliance, and efficient utilization of resources.
• Communicate with staff and follow special instructions related to client/student appointments.
• Input client/student documentation and add correspondence into the electronic record.
• Analyze waitlist data, access trends, and scheduling bottlenecks; generate regular reports; and recommend operational adjustments.
• Handle highly sensitive and confidential information. Follow FERPA and HIPAA privacy rights, where applicable.

Administrative Services (Back of Office) Office Management

• Open, maintain, and close office spaces; assist with smooth day-to-day operations within the office environment.
• Receive and screen calls, emails, and office mail; respond to inquiries in a timely and appropriate way; take messages and triage as needed.
• Manage/purchase office supplies, equipment, and other expenses; maintain proper expense documentation records.
• Process electronic forms/payments, e.g., journal vouchers, vendor payments, honorariums, reimbursements, as needed.
• Provide administrative coordination and continuity across locations as needed to ensure operational effectiveness.
• Send sensitive and confidential information by mail or fax following approved release process.
• Create, organize, and maintain confidential files.

Executive Assistance

• Coordinate administrative components of projects and initiatives, including scheduling, sequencing, and resource alignment, with discretion to determine appropriate administrative approaches.
• Assist with logistics for regular meetings, special programming, candidate interviews, and professional speakers; such as room reservations, catering, transportation, lodging, and technical assistance with displays and presentations.
• Perform miscellaneous job-related duties as assigned.

• May require schedule flexibility to support operational needs.