Administrative Assistant - Campus Wellness (Regular Part Time)

Status: Regular Part Time

Hours: Up to 24 hours/week

Home Campus: Fennell

Rate of Pay: $20.29

Posting Date: June 20th , 2023

Closing Date: June 26th, 2023 at 7:00 pm EST

We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

Administrative Assistant – Campus Wellness

Reporting to the Director Campus Wellness, the incumbent is responsible for front desk and clerical duties related to Counselling, Wellness, and Health Services.This includes taking inquiries from students regarding Counselling and Health Services, as well as scheduling and checking-in students for appointments.The position also includes responsibility for coordinating schedules for staff, uploading documents and data entry into a records management system, and scheduling of wellness programs.

The position will be responsible for scheduling Antigen screening clinic appointments, PCR testing, and other COVID-19 related health bookings.The incumbent will provide support to all Campus Wellness areas, with emphasis on supporting the EMR and both OHIP and private billing functions.

The Administrative Assistant is the consistent presence in the waiting room, answer questions and providing support to those who visit the Health and Wellness Centre.They are key in ensuring those utilizing the services are triaged and attended to promptly and confidentially.

Responsibilities

The duties of this position include, but are not limited to:

Reception and Clerical Duties

• Receives phone calls for Counselling, and Wellness departments.
• Facilitates the placement of information on the electronic record management system and departmental common drives.
• Monitors the waiting room to ensure Health and Wellness Centre staff are informed of any visitors, who may need more urgent assistance.
• Monitors generic email accounts for counselling, wellness, and ALS including providing referrals to internal college and community resources, answering services related questions and front line response to complaints and concerns.
• Facilitated ongoing and timely access to non-urgent students to Counsellors, Nurses or Wellness Care Coordinators
• Receives and directs in-person, email and telephone inquiries appropriately related to Counselling, Wellness, and Health; assesses inquiries and appropriately directs students to other student services
• Provides onsite front desk, registration and direction to students and staff utilizing antigen clinics, immunization clinics, and wellness events
• Books meeting times for students with Counsellors, Nurses, Physicians, and Wellness Care Coordinators through the EMR, including collecting documentation
• Supports physician clinics by supporting medical billing, including submitting procedures to private insurance, OHIP billing and receiving payments from students for non-billable services.
• Ensures lab transportation is booked as needed
• Sets up schedules for Counsellor prior to the beginning of each semester to support drop-in schedule, campus specific service days, meeting schedules, lunches, non-contract times, etc.
• Maintains client spreadsheets related to those accessing services to ensure ministry reporting is accurate.Facilitates the placement of information on the electronic record management system and departmental common drives.
• Ensures appropriate appointment booking, ensuring timelines and eligibility match with ministry deadlines or health directives
• Appropriately advises students about eligibility for services and immunizations, following the direction of the nurses and physician

Support to Stepped Care Program

• Coordinates the registration and tracking on Wellness Skills Group program and attendance
• Monitor Peer Mentor emails and books peer mentee screening appointments
• Provide assistance with stepped care program statistics and data tracking

Administrative Support

• Provides basic administrative support to the Director Campus Wellness including but not limited to scheduling of meetings, booking of rooms, creating images for campus screens/social media and support with creation and ordering of marketing material.

Other duties as assigned.

Qualifications

The successful candidate will have:

• Expertise in electronic medical record use and experience with medical billing.
• Computer skills such as Microsoft office and Excel.
• Experience working with persons with disabilities and those with mental health concerns
• A minimum of two years of practical experience, in a service-oriented environment within an educational setting
• Experience with current computer software (e.g., MS office) and data management systems, including generating reports, performing data queries, maintaining databases (e.g., spreadsheets).
• 2-year diploma in Medical Office Administration, Medical Terminology, Customer Services, Social Service Work or equivalent
• Excellent customer service skills.
• Experience with Social Media preferred.
• Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively with diverse groups of students, employees and the community.

Mohawk College prioritizes recruiting and retaining diverse employees. With this in mind, the College is committed to fostering inclusive and barrier-free recruitment and selection processes.

Should you require accommodation through any stage of the recruitment process, please contact the Human Resources Department at (905) 575 - 2047.

Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous people, persons with disabilities, S2LGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

For more information concerning the Mohawk College strategic plan, please see: strategicplan.mohawkcollege.ca/