Job Information
University of Massachusetts Amherst Clerk III (Psychological Services Center Receptionist) in Amherst, Massachusetts
Clerk III (Psychological Services Center Receptionist)
Apply now (https://secure.dc4.pageuppeople.com/apply/822/gateway/default.aspx?c=apply&lJobID=524923&lJobSourceTypeID=801&sLanguage=en-us) Job no: 524923
Work type: Staff Full Time
Location: UMass Amherst
Department:Psychology and Brain Sci
Union:USA/MTA
Categories: Administrative & Office Support, College of Natural Sciences, USA/MTA
About UMass Amherst
UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.
Job Summary
This position is responsible for reception, bookkeeping and secretarial duties in the Psychological Services Center (PSC) including: ensuring adherence to research protocols and working in support of the research conducted by students and faculty in the PSC. This position requires a high level of professionalism, attention to detail and ability to maintain strict confidentiality guidelines.
Essential Functions
Reception and phone triage: Working in the front office, opening and closing of the PSC, handle incoming and outgoing phone calls & retrieving voicemails, and scheduling appointments. Communicating with the public both in person and via telephone, providing information on PSC services and making referrals to appropriate agencies (either PSC or relevant law-enforcement or mental health facilities).
Check PCI machine and update log daily.
Update client’s appointment once they have arrived at the clinic.
Prepare i-pads for consents and questionnaires.
Greet clients, staff, vendors, and visitors.
Adding appointments to schedules for clinical director and psychologist.
Schedule phone screen appointments.
Maintain master client schedule.
Manage waitlist and client assignments.
Making referrals to appropriate agencies (either PSC or relevant law-enforcement or mental health facilities).
General Secretarial/bookkeeping duties including, but not limited to: Completing necessary clinical, research or education forms; responding to clinical correspondence; scheduling clinical room assignments for classes and clinical work.
Create forms for Titanium Web Component.
Make copies of testing supplies for assessment materials.
Maintain accurate records of client visits, payments and type of services provided. Collect, record and deposit payments for services, providing monthly collection reports to both direct and indirect supervisors.
Maintain inventory of supplies, reordering when necessary.
Clinician and Faculty Contact: keep faculty and clinicians appraised of deadlines for report submissions.
Process mailings for clinicians, faculty, Office Manager and PSC Director.
Work with Office Manager to ensure that cases are open/closed and organized and processed in a timely and confidential manner.
Database Duties: In coordination with the Office Manager, entry and maintenance of electronic client records. Periodically audit client paper records for discrepancies with electronic records. Enter data accurately and produce reports/statistics. Instruct clinicians on usage of the database when appropriate.
Monitor client records and processes for regulatory compliance: HIPAA regulations as they relate to confidentiality of client systems and client information. FERPA compliance related to graduate student record information. University regulations concerning Payment Card Industry Data Security Standards regulations for financial records.
Technical support for clinic electronic systems: Serve as liaison to University IT services for resolution of computer system problems for PSC systems maintained by the University's IT department. Serve as liaison to outside vendors as necessary to maintain the clinic's audio-visual equipment. Compile necessary data to document problems with the system in order to arrive at problem resolution.
Research Support: Maintenance of protocol for data collection within existing clinic procedures. Maintenance of specific research protocols in support of research conducted by students and/or faculty. Attention to adherence to Institutional Review Board guidelines. Maintenance of research records. Processing mailings of support of research activities.
Maintain Confidentiality log for visitors.
Help Graduate students with Titanium / answer questions.
Other Functions
Work collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness.
Work in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities.
Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
Minimum one (1) to two (2) years previous office experience, preferably in academic or mental health setting.
Willingness to learn PSC database management system.
Proficiency in the use of spoken and written English language.
Excellent telephone and interpersonal skills.
Experience interacting with the public.
Bookkeeping skills.
General office skills (typing, filing, phone messages).
Ability to adhere to strict confidentiality guidelines.
Computer skills with proficiency in MS Office Suite, Internet, and email.
Physical Demands/Working Conditions
- Typical office environment.
Work Schedule
- Monday – Friday; 8:30am – 5:00pm.
Salary Information
USA/MTA Non-Exempt Grade 11.
Special Instructions to Applicants
Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.
As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations. (https://www.cns.umass.edu/diversity-equity-inclusion).
UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.
Advertised: Sep 23 2024 Eastern Daylight Time
Applications close: Dec 29 2024 Eastern Standard Time