Administrative Assistant II, Part-Time

This position supports the administrative, public and student facing operations of the Speech, Language and Hearing Center. 

• Maintains day-to-day functioning of SLHC and assists with functioning of Hearing Aid dispensary. Opens SLHC for students to ensure timely preparation for clinical activities and performs day-to-day client and student facing responsibilities. First point of contact for all clients and their caregivers as well as for the student (clinicians) and the faculty (clinical educators) who supervise in the clinic. Responsibilities include managing office correspondence, including postal mail and email communications, and appropriately directing phone calls. The position also requires maintaining appropriate interpersonal relationships with students, faculty, staff, peers, and clients while ensuring the confidentiality of faculty, student, and staff records. Additional duties may be assigned as needed.
• Maintains client files, both electronic and paper, records attendance and payment records electronically using excel spreadsheets, generates invoices, and collects all payments. Communicates with clients, clinicians, the clinic director, and clinical educators via telephone and email to schedule and confirm appointments and communicate cancellations. These responsibilities require compliance with all HIPAA and FERPA regulations. Deliver all monies received at the Speech Center to the Bursar office on campus in a timely manner. 
• Assists in creating the clinic schedule for the semester on ClinicNote and Microsoft Word. This includes assigning all treatment rooms for the clients, posting a schedule for clinicians and clinical educators, and setting up the cameras to record the weekly sessions for the entire semester. Troubleshooting the camera system and assisting students with accessing the recorded sessions. 
• Order all supplies for the office, treatment rooms, and testing materials. Communicates with any vendors, building managers, and landlords at 30 Hempstead to resolve any issues that arise. Make sure invoices are paid. 
• Supervises work-study student(s), assigning tasks and following up to ensure tasks are completed in the absence of the director. Arrange room reservations, set-up, breakdown and media requests as needed. 
• Prepare and facilitate processing and compliance of affiliation agreements between Molloy University and various external sites such as hospitals, nursing homes, schools, and rehab centers. Ensure contracts are valid, obtain all signatures and track all expiration dates. Create renewal contracts and monitor and record all expiration dates on Calipso.