Administrative Assistant

Position description

Reporting to the Director of Accessibility and Student Wellness, the incumbent provides administrative support to the staff at the Wellness Centre. Duties include performing receptionist services; scheduling new and follow-up visits; responding to phone inquiries; stocking and managing medical/office supply inventory; managing the schedules for the Wellness Centre staff as well as supporting external service providers; scheduling diagnostic appointments and external physicians’ offices/hospital appointments; handling incoming and outgoing mail; faxing and scanning. The incumbent also helps maintain the Wellness Centre website.

Position Responsibilities

• Perform receptionist duties by responding to phone and e-mail, as well as in-person inquiries while also directing these inquiries as appropriate
• Provide and explain appropriate intake forms to students who are seeking services from the Wellness Centre
• Organize doctors clinics’ scheduling, ensuring that insurance paperwork is completed correctly, collecting physician’s fees, and issuing receipts
• Prepare lab forms, label swabs/samples, deliver/pickup results/supplies to Sackville Memorial hospital lab daily, and collect mail from hospital mailroom
• In some cases, may be required to screen inquiries as to the degree of urgency and/or seriousness of service required
• Perform secretarial duties by typing, photocopying, faxing, scanning correspondence, processing mail, and keeping track of charts that are waiting for incoming lab results/hospital notes
• Maintain petty cash flow, issue receipts, and send monthly reconciliation to Financial Services
• Maintain scheduling for nurse, physician(s), counsellors, and other staff utilizing current software platform
• Maintain filing systems to the degree which is required by the NB Privacy Act
• Maintain a high degree of confidentiality
• Maintain and organize the Wellness Centre waiting area, and prep treatment rooms between patients
• Order office supplies and medical supplies as needed
• Maintain Wellness Centre website when needed
• Perform other related duties as required
  
  

• High School Diploma
• A diploma or training in administrative support (a diploma in medical administration would be considered an asset).
• Holding or willing to obtain a certificate in Mental Health First Aid
• Minimum of one year related experience
• Knowledge of data entry onto spreadsheets, power point preparations as well as Outlook
• Ability to work independently with excellent organizational and communication skills
• Ability to work with a diverse population and students at-risk
• Competent in Microsoft Office suite (Word, Excel, Power Point, and Outlook)
• Willingness to be trained and receive Certification in Biological Substances Category B
• Knowledge of or experience using booking software (e.g. Jane) would be considered an asset
  
  

If you are interested in the challenges and opportunities that this position has to offer, please forward your application to: People and Culture Department, Mount Allison University, 65 York St., Sackville, NB E4L 1E4 Fax: (506) 364-2385, e-mail: hr@mta.ca Review of applications will begin on March 17, 2025.

Mount Allison is committed to diversity and inclusiveness. We encourage applications from members of racialized communities, Indigenous persons, persons with disabilities, and persons of all sexual and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus community.

At Mount Allison, we are committed to ensuring your interview experience is as comfortable and accessible as possible. If you require any accommodations or adjustments during the interview process, please do not hesitate to inform us. Your needs are important to us, and our dedicated team is here to support you.

Visit our website at www.mta.ca/employment for other employment opportunities at Mount Allison University or to register to receive e-mail notification of new opportunities.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.