Office Assistant - Queens University

The Regional Assessment and Resource Centre (RARC) is a Centre of Excellence funded by the Ministry of Colleges and Universities and has staff consisting of clinical psychologists, educators, transition specialists, and researchers who focus on assessing incoming and current post-secondary students for neurodevelopmental disorders and helping them understand and mitigate the impact of those disorders in an academic context. As the face of RARC, the Office Assistant meets and greets clients and manages the administrative functions of the centre. The Office Assistant plays a critical role in the successful functioning of the centre.

This position acts as the first point of contact for clients and other individuals. This position answers general inquiries about RARC’s services, in person, on the phone and over email. This position liaises with and supports clients and Accessibility Advisors to process referrals and client paperwork. This position assists with patient flow in the clinic and collects payments from clients. This position initiates, updates, and maintains medical records.

KEY RESPONSIBILITIES:

• Serve as first point of contact for all visitors to the centre, ensuring that visitors are professionally received and handled in an efficient manner. This contact may be in person, via telephone, or by email.
• Processes client referrals, including collecting paperwork, tracking referrals and following up with clients as needed.
• Provide front-line problem solving and assist in maintaining a safe and efficient clinic flow.
• Initiates, updates and maintains medical records, including physical files and the Electronic Medical Record system. Use best practices for electronic medical records filing, checking for accuracy, ensuring that communications are distributed or redirected correctly; work with very sensitive and highly confidential information.
• Provides various medical forms to students for completion.
• Collects and records payments for services including third-party fees, vaccines, cancellations, etc.
• Help resolve issues and inquiries that arise through the mail or by telephone; gather information and carry out any research that may be required to bring the matter to a successful resolution; follow-up as appropriate.
• Perform administrative duties such as sorting and distributing incoming mail, preparing outgoing mail, photocopying/faxing, receiving courier deliveries, distributing and retrieving information, updating and maintaining file system.
• Maintains and updates inventory of office and clinic supplies.
• Other duties as required in support of the department and/or unit.

Required Qualifications:

• 1-2 years post-secondary education in a related field.
• Previous experience (1 to 2 years minimum) in office environment.
• Consideration may be given to an equivalent combination of education and experience.

Special Skills:

• Excellent interpersonal and communication skills (both verbal and written) to deal with a wide variety of individuals in a professional and compassionate manner and to provide clear and accurate information.
• Computer and office skills, including proficiency with a variety of word processing, spreadsheet, and database and web applications, as well as an ability to learn new software.
• Organizational and time-management skills. Ability to maintain focus even under pressure and with frequent interruptions.
• Ability to multi-task and prioritize while dealing with requests from various stakeholders.
• Ability to work collaboratively within a team as well as individually.
• Problem-solving skills with an ability to know when to refer problems to others.
• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience.
• Breaks down concrete issues into parts and selects best solution from clear alternatives and past practices.
• Ability to adhere to strict confidentiality and handle matters with tact and discretion. Ability to maintain privacy and security of client information.
• Ability to stay calm under pressure and remain courteous.
• Acknowledges and respects diverse cultural traditions and beliefs.
• Questions attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

Decision Making:

• Respond to general inquiries, provide appropriate answers, or redirect to more senior staff or other individuals as required.
• Resolves recurring problems and situations using established procedure and guidelines.
• Brings forward problems, obstacles or challenges to work completion in a timely manner so deadlines continue to be met.
• Decide how to distribute information and what methods to use.
• Determine formatting for simple to complex documents.

How to Apply:

Please visit the Careers webpage to submit your application.

Please apply online at:
https://clients.njoyn.com/CL4/xweb/xweb.asp?clid=74827&page=jobdetails&jobid=J0726-0536&BRID=EX457705&SBDID=21474&LANG=1.