Secretary

Union 2110- Grade 8 Posting Summary The Dean Hope Center for Educational and Psychological Services (DHCEPS) at Teachers College, Columbia University, is seeking a full-time Secretary to provide administrative support and ensure the smooth operation of a fast-paced, high-traffic training and service center. DHCEPS serves as the in-house training facility for graduate students in the Clinical, Counseling, School Psychology, Reading Specialist, and Special Education programs. Job Summary/Basic Function Reporting to the Associate Director, the Secretary will provide comprehensive administrative and clerical support to ensure the efficient operation of the Center. The incumbent will serve as the first point of contact for clients, students, faculty, and visitors, managing front-office operations, coordinating communications, and supporting the Center’s academic and clinical functions. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment with frequent in-person, phone, and email interactions. Characteristic Duties And Responsibilities General Office Support Ensure the professional, orderly, and smooth functioning of a busy reception officePerform administrative and receptionist duties from the Main Office and Testing LibraryMaintain and update data and filing systems in collaboration with the Associate DirectorAssist in scheduling appointments and managing room reservations as neededTroubleshoot issues as they arise for students and supervisors, determining when to escalate matters to the Associate Director or DirectorManage office inventory, client records, correspondence, office keys, and equipment.Distribute major office announcements and maintain communication with the Center communityCollaborate with other administrative staff, offices, and faculty to support the Center’s missionAssist the Director and the Associate Director as neededWork collaboratively with on-campus departments such as TCIT, Purchasing, and Accounts Payable to support operational and administrative processesAssist with expense tracking and reimbursement as neededAssist in maintaining the Center’s website Client Support Respond to a high volume of phone calls and emails; manage mail distribution and office errandsGreet and assist clients, ensuring a welcoming and professional front-desk experienceHandle client payments and billing, collect fees, and make weekly account depositsSend monthly letter to clients with outstanding balancesSend decision letters to new applicants as determined by Associate DirectorInteract with clients, students, faculty, staff, outside agencies, and individuals with diverse needs Filing Keep track of data/filing databases system in collaboration with the Associate DirectorCreate student distribution lists, mailbox labels, and distribution of materials into students’ mailboxesOther duties as assigned Minimum Qualifications High school diploma or equivalentTwo years of experience in a busy, high-traffic office environment with frequent in-person interactions and a high volume of phone and email communicationsKnowledge of Microsoft Office or Google Suite, with the ability to learn and adapt to web-based technologyExcellent written, verbal, and interpersonal communication skillsStrong attention to detail and accuracy in data entry, recordkeeping, and correspondenceMust be able to work independently, show initiative, and be a team playerAbility to meet deadlines while remaining flexible to conflicting demandsStrong organizational and problem-solving skillsAbility to manage complex relationships across multiple platforms and with various vendorsMust be able to work in a highly visible area with frequent interruptions and a busy paceMust be able to exercise sound judgment and maintain a calm, courteous demeanor when dealing with patients, staff, and visitors in stressful situationsAbility to follow established protocols and adapt to changing procedures or clinic needs Preferred Qualifications Associate’s degree or coursework in office administration, healthcare administration, or a related field.Three years of experience in an office settingOffice management experience in community mental health settingsKnowledge of Electronic Health Records (EHR)Experience with community settings and Community-Based Organizations (CBO’s)Experience with website updates or web-based communication toolsBilingual or multilingual ability, particularly in languages commonly spoken by the clinic’s patient population. Salary Range $30.23 - $30.23/hour Work Modality Hybrid Competitive Compensation And Benefits The salary range reflects the College’s good faith and reasonable estimate of the compensation for the position at the time of the job posting. Salary decisions are dependent on several factors, including but not limited to market and organizational considerations, experience, and qualifications of a selected candidate, as well as internal and external equity. Our benefits contribute significantly to the total compensation package that includes medical, dental, vision insurance plans; flexible and hybrid work schedules; tuition remission; life insurance; short and long-term disability insurance; a retirement program; health savings accounts (HSA), flexible spending accounts (FSA), Public Service Loan Forgiveness eligibility, and a robust Employee Assistance Program (EAP). Hybrid/Remote Teachers College maintains a hybrid work environment, which provides employees with flexible work arrangements while ensuring we preserve the important aspects of our unique in-person college-campus culture. Depending on role and business needs, colleagues will either work onsite or in a hybrid model (a combination of in-office and virtual days). Employees are expected to live within a 150-mile radius of the College.