Administrative Assistant, Student Mental Health & Counseling

Administrative Assistant, Student Mental Health & Counseling

Reports to: Senior Manager, Professional Staff Services

Position Overview: 

The Student Mental Health & Counseling (SMH&C) Administrative Assistant provides executive-level administrative support for the Associate Medical Director and other members of the SMH&C leadership team as needed. This role is a key contributor to the function and flow of a busy office suite. It is responsible for prioritizing, sequencing and executing administrative tasks in a highly visible role. Administrative tasks include composing correspondence in the voices of the principals, editing reports, surveys and press releases, drafting department-wide communications, assembling complex data for the principals to present in the form of tables, charts, and PowerPoint.

The Administrative Assistant is responsible for scheduling the Associate Medical Director's activities, fielding a wide array of phone calls with diplomacy and confidentiality, and organizing high-profile meeting logistics. This position acts as support and resource at meetings, including attending and taking minutes. The Administrative Assistant coordinates and arranges travel, events, conference presentations and speaking engagements, and special projects, as needed. The admin assistant also supports the administrative and departmental projects of the associate chiefs, including meeting and calendar coordination.

Additionally, by exhibiting excellent customer service, the SMH&C Administrative Assistant is responsible for patient flow and appointment scheduling. This includes but is not limited to the management of front desk activities such as patient check in, obtaining accurate insurance eligibility information, etc. as well as administrative tasks such as phone calls, data entry, etc.

Principal Duties and Responsibilities*

  • Represent the Office of Student Mental Health & Counseling at MIT Health and MIT in every interaction. Ensures that this level of professionalism is reflected in all written, verbal and/or other forms of communications. 
  • Using a high level of diplomacy, screens and refers incoming calls coordinating communications between Associate Medical Director and their peers across the Institute as well as key executives (and their representatives) from external mental health care organizations, hospitals, academic colleges and universities, and other key stakeholders within the local, state, and federal communities, including but not limited to Public Health Officials. 
  • Handles calls as appropriate while keeping the Associate Medical Director informed so that the referral of complaint calls is done appropriately and to the proper level of leadership. Communicates messages in a timely manner, collaborating with others to ensure continuous phone coverage.
  • Maintains administrative calendars for the Associate Medical Director. 
  • Partners with key peers to coordinate cross-campus, internal cross-functional, and external partners so that coordination of meetings is done efficiently and with the utmost of decorum and appropriate confidentiality.
  • Maintains positive, high emotional intelligence regardless of the situation at hand. Acts as a calming, organizing presence within the office so that the Associate Medical Director and their direct reports can depend on having all necessary work and support available prior to when needed.
  • Composes, formats, edits, and distributes correspondence for Associate Medical Director and their direct reports.
  • Provides scheduling, administrative, and event support for department meetings and department committees as assigned.
  • Provides administrative and meeting support for SMH&C Ops Group, full departmental team meeting, and other reoccurring meetings.
  • Maintains and updates annual calendar of events. Annually gathers important dates and schedules events as appropriate.
  • Assists with the scheduling and communications around SMH&C-sponsored and department-wide events.
  • Assists with the identification of agenda items and action items for scheduling.
  • Coordinates with other areas or individuals responsible for providing meeting content and advance materials.
  • Assists with the preparation of documents and reports (in collaboration with the Practice Manager) regarding utilization, trends, provider productivity, and benchmarking.
  • Other duties as assigned.

Minimum Required Education and Experience:

  • High school degree or equivalent.
  • Three years administrative experience or equivalent.
  • Position requires poise, discretion, tact, organization skills, accuracy, and reliability. 
  • Must be able to take initiative, set priorities, make independent decisions, manage multiple tasks simultaneously, and work autonomously and effectively.
  • Excellent interpersonal and organizational skills a must. 
  • Strong attention to detail.
  • Ability to bring projects to completion within established timeframes. 
  • Ability to approach problems creatively and resourcefully. 
  • Must exercise sound judgment in performing duties of a highly confidential nature. 
  • Exceptional verbal and written communication skills required. 
  • Must be comfortable with working on and with computers. Proficient at minimum with Microsoft Office and comfortable with everyday office technology and programs in general. 
  • Must be comfortable collaborating and interacting with a wide range of individuals. 
  • Strong commitment to customer service required.
  • Prior experience in the medical field not necessary.

Job number: 24171
Grade level: 5

* To comply with regulations by the Americans with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.

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