Job Abstract

The Fairleigh Dickinson University Center for Psychological Services is a community mental health clinic serving area children, adolescents, and adults. The Assistant to the Director, Center for Psychological Services serves as Office Manager and provides advanced and diversified administrative support for the Office of the Director, and for matters related to day-to-day operations, accounting, billing of clients and vendors, third party reimbursement, and patient clinical service requests.  Interactions include patients, faculty, clinic staff, doctoral students, public, media, and community-based mental health, educational, and medical agencies.  

The major responsibilities for this position include providing administrative assistance to the Director in supporting the Center in the growth and development of various programs and initiatives; oversight of all confidential personnel and client matters; communication with patients, staff, students, and faculty to ensure compliance with all Center, School, College, and University policies and procedures, as well as New Jersey State laws/regulations related to mental health services; researching information and serving as a representative to other areas of the university and community-based courts, social services, mental health, medical, and educational agencies; facilitation of all HR processes; review of all daily bank deposits; generation of daily and monthly financial reports on revenues collected and balances due; and production of financial reports on operation item line balances and overall expenditures for Center as well as grant budgets; and generation of monthly reports on the volume of client visits, staff and clinician activities and serving as liaison to other schools and departments at the University for non-clinical matters.  

Additional responsibilities include: providing day-to-day work direction and delegating work to the Secretary/Receptionist and student workers; maintaining payroll for faculty, non-faculty, staff, and students; maintaining and facilitating third party reimbursement for outside service contracts (e.g. NJ Department of Veterans Affairs, FDU Athletics), and numerous internal and local school/community agencies; equipment maintenance; completing all purchase requisitions for supplies, resources, and professional materials/equipment; and coordinating events hosted by the Director.

 

The incumbent is expected to work independently and collaboratively on day-to-day tasks and both short and long-term projects as assigned by the Director and to assume a leadership role in carrying out such projects.  Makes decisions in the absence of the director as appropriate and within scope of the position (i.e., non-clinical and non-academic decisions).  This position reports to the Director, Center for Psychological Services.

 

1. Bachelor’s degree required in a related field. Equivalent education and work-related experience may be considered in lieu of the required degree.

2. A minimum of 1 – 3 years administrative work experience required, preferably in a multi-faceted, fast-paced, confidential clinical work environment including office management responsibilities; accurate budget maintenance and monitoring and the ability to generate reports and interpret data; interfacing with multiple internal and external organizational units, multi-tasking, and dealing with difficult people.

3. Experience and a high level of proficiency related to the following: use of diverse technologies for data processing, data management and analysis, and reporting; applications to tasks using word processing, databases, spreadsheets, graphics, on-line services, etc.; proficiency in current software programs (i.e., email, Microsoft Office (Word, Excel, PowerPoint), Microsoft Project, Ellucian Colleague, etc.); ability to learn quickly and to train staff in various information processing modalities, as required.

4. Supervisory experience preferred.

5. Capable of instructing and training other employees in the performance of their duties. Ability to handle sensitive issues discreetly and professionally and to protect confidential information in a clinical environment, ability to handle distressed callers and use judgement in determining which calls should be handled by the Director or other clinicians.

6. Ability to organize and prioritize a wide variety of tasks and assignments, while maintaining professionalism and a high level of accuracy in a clinical environment; capable of managing sensitive issues with decorum and confidentiality and to protect confidential information in a clinical environment.

7. Excellent oral, and written communication skills. Ability to communicate clearly and concisely with a diverse student and staff population and external constituents. Ability to work independently and collaboratively with others in carrying out responsibilities. Strong customer service orientation and skills, and pleasant and competent telephone manner.

8. Knowledge of documentation and billing procedures for various insurance companies and third party payors (i.e., state and federal contracts) and general knowledge of New Jersey mental health law and procedures/policies for federal and state service contracts highly desirable.

9. Ability to research, review and evaluate data and compile correspondence, reports, and other material independently.

10. Strong figure aptitude and demonstrated clerical accounting and/or bookkeeping skills.

11. Fluency and literacy in both Spanish and English preferred.

12. Employment is contingent upon a satisfactory background check. Candidates for hire will be required to sign a waiver authorizing the background check and produce a Social Security Card.

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