The University of Notre Dame (ND.jobs) is accepting applications for a Office Services Coordinator.
Applications will be accepted until 8/28/2019.
This position provides administrative support to the UCC Management Team of the Director, Associate Director for Clinical Services and Associate Director for Training of the University Counseling Center. Specific responsibilities include the regular compilation and organization of outcome data for extensive accreditation self-study documents prepared for external accrediting bodies, support for the selection and hiring processes of clinical staff and doctoral interns utilizing specific technologies and software systems, the creation of multiple data collecting forms, the collection and collation of evaluative data regarding internship and practicum training activities, and the collation and distribution of monthly and annual reports to the Office of Student Affairs. This position serves as the first point of contact for all outreach requests from both campus and off-campus communities, the coordination of the delivery of these requests, and the compilation of outreach data and statistics for the UCC. Job responsibilities include the creation, management, and communication of counselor on-call and emergency coverage schedules, updating these schedules throughout the year. This position is a cross-trained one that provides additional office coordinator services as designated. 1) Works independently, with minimal supervision to prepare correspondence to intern candidates & academic departments related to annual intern selection; works with Assoc. Director for Training to coordinate intern hiring and orientation; prepares, distributes & collects 3 stages of intern/supervisor evaluations; maintains intern files (paper & digital); creates Excel data sheet of intern applicants & prepares application materials for review by Selection Committee; assists with revision of intern training manual; updates internship training brochure for UCC web page; assists in scheduling evaluation periods, using Survey Monkey/Google Docs to collect evaluative data for internship training activities; arranges payment of accreditation & membership fees; processes reimbursements for Assoc. Director & interns in TravelND; plans Intern Open House during Intern selection & full-staff graduation luncheon for exiting interns. Prepares & submits, to HR, requests for Criminal Background Checks & Pre-employment Drug Tests, Personnel Action forms & Separation Forms for incoming & departing interns. Compiles outcome data for Accreditation Reviews. Produces extensive accreditation self-study documents with Assoc. Director (American Psychological Association) & Director (International Association of Counseling Centers). 2) Serves as coordinator & first point-of-contact for all outreach requests from campus community - gathering pertinent information from the individual or group requesting service; sending detailed requests to staff; acting as a liaison between staff volunteer & requester regarding program details; uses specialized Titanium reports, Google Forms & Excel spreadsheets to compile monthly & annual outreach data & statistics. Works independently, with minimal supervision to produce outreach portion of monthly reports & outreach appendix for annual report. 3) Provides administrative support to UCC Director, including scheduling meetings and maintaining accurate appointment calendar, the maintenance of staff personnel files and coordination of the hiring process of full-time staff. Serves as trained resource for staff in Google Mail & Apps. Assists in the collation, creation & distribution of monthly & annual reports for OSA, the UCC weekly meeting schedule, information for University Archives, accreditation reports & other special projects as needed with consistent, substantial impact to the department, exercising independent judgment to determine best approach to achieve desired outcomes. 4) Creates, maintains & troubleshoots a year-long, after-hours on-call schedule for a staff of approx. 13, ensuring that each counselor is assigned equal coverage throughout the year. Creates & troubleshoots a summer emergency coverage schedule for a staff of approx. 18, ensuring that all staff share equal coverage during office operating hours. Manages adjustments to both schedules throughout the year; provides NDPD and ResLife Leaders with monthly on-call schedules as a back-up to current after-hours answering service, sending updates as changes to the schedule occur. 5) Supports other office services coordinators as needed; answers phones, schedules client appointments, determines client eligibility through Banner, assists clients with computerized Intake paperwork. Helps provide support to a staff of approximately 30 including confidential typing, copying, faxing & mailing to outside agencies. Assists staff with IT issues - troubleshooting problems with individual computers, copiers/printers & fax machine. 6) Creates & maintains files (paper and digital) for current/former practicum counselors; prepares correspondence to academic departments confirming acceptance into the training program; creates room/office schedules for fall & spring semesters; communicates with practicum counselors regarding scheduling & the fall/spring evaluation processes; collects data on practicum program throughout the year using the Titanium database; works with Associate Director for Training to create end-of-semester/annual training reports; revises practicum training manual as needed.
Minimum Qualifications: Associates degree or up to 3 years of college or technical school. Business and/or Communications or similar degree. In-depth knowledge of computers & software (including Microsoft Office Word, Excel) as well as office equipment operations (copier, printer). Ability to work independently with strong time-management skills, be well-organized, handle constant interruptions, & maintain strict confidentiality. Excellent interpersonal & communications skills a must; 3-4 years experience in a busy, professional environment, i.e., service-oriented, educational, or health care setting.
ABOUT NOTRE DAME: The University of Notre Dame, founded in 1842 by Rev. Edward F. Sorin, C.S.C., of the Congregation of Holy Cross, is an independent, national Catholic university located in Notre Dame, Ind. For the fifth consecutive year, the University of Notre Dame has received Honor Roll distinctions as one of the top 10 higher education workplaces in the country in the Chronicle of Higher Education's annual 'Great Colleges to Work For' survey...and we are proud of it!
This appointment is contingent upon the successful completion of a background check. Applicants will be asked to identify all felony convictions and/or pending felony charges. Felony convictions do not automatically bar an individual from employment. Each case will be examined separately to determine the appropriateness of employment in the particular position. Failure to be forthcoming or dishonesty with respect to felony disclosures can result in the disqualification of a candidate. The full procedure can be viewed at https://facultyhandbook.nd.edu/?id=link-73597.Equal Opportunity Employment StatementThe University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and is committed to building a culturally diverse workplace. We strongly encourage applications from female and minority candidates and those candidates attracted to a university with a Catholic identity. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).APPLICATION PROCESS: Please apply online at http://ND.jobs to Job # S19666. For additional information about working at the University of Notre Dame and various benefits available to employees, please visit http://hr.nd.edu/why-nd. The University of Notre Dame supports the needs of dual career couples and has a Dual Career Assistance Program in place to assist relocating spouses and significant others with their job search.
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The University of Notre Dame is a Catholic academic community of higher learning, animated from its origins by the Congregation of Holy Cross. The University is dedicated to the pursuit and sharing of truth for its own sake. As a Catholic university, one of its distinctive goals is to provide a forum where, through free inquiry and open discussion, the various lines of Catholic thought may intersect with all the forms of knowledge found in the arts, sciences, professions, and every other area of human scholarship and creativity.The University prides itself on being an environment of teaching and learning that fosters the development in its students of those disciplined habits of mind, body, and spirit that characterize educated, skilled, and free human beings. In addition, the University seeks to cultivate in its students not only an appreciation for the great achievements of human beings but also a disciplined sensibility to the poverty, injustice and oppression that burden the lives of so many. The aim is to create a sense of human solidarity and concern for the common good that will bear fruit as learning becomes service to justice.Notre Dame also has a responsibility to advance... knowledge in a search for truth through original inquiry and publication. This responsibility engages the faculty and students in all areas of the University, but particularly in graduate and professional education and research. The University is committed to constructive and critical engagement with the whole of human culture.