CHAMINADE UNIVERSITY OF HONOLULU
- Position Information
Title: Clinical Administrative Assistant
Department: Counseling Center
Non-Exempt, part time
- Position Summary
The Student Worker Clinical Administrative Assistant supports the daily operations of the Chaminade University Counseling Center by assisting with administrative, organizational, and client-facing tasks. This role serves as the first point of contact for many students, helping to create a welcoming, professional, and supportive environment.
Clinical Administrative Assistants help ensure that Counseling Center services run smoothly by supporting scheduling, communication, documentation, outreach logistics, and office organization. This position requires strong attention to detail, professionalism, and the ability to maintain confidentiality while interacting with students, staff, and community members.
This role focuses on administrative support and coordination rather than providing clinical treatment. The position offers students valuable experience in office operations, client interaction, communication systems, and the inner workings of a university counseling center.
- Learning Outcomes
- Develop professional administrative and clinical front-desk competencies: Students will demonstrate the ability to manage scheduling systems, client communication, and documentation workflows while maintaining professionalism, organization, and efficiency in a fast-paced counseling center environment.
- Apply ethical standards and confidentiality practices in a healthcare-adjacent setting: Students will accurately implement privacy protocols (e.g., HIPAA/FERPA-informed practices), demonstrating an understanding of ethical responsibility, discretion, and appropriate handling of sensitive client information.
- Build foundational skills in client interaction and behavioral health systems navigation: Students will demonstrate the ability to engage with diverse clients in a supportive, trauma-informed manner while understanding how administrative processes support clinical care, case management, and service delivery systems.
- Reports to:
Direct Report to: Director of Counseling Services
- Essential Duties and Responsibilities
- Greet clients warmly as they enter the Counseling Center and create a welcoming, supportive environment.
- Serve as the initial point of contact for students, faculty, and visitors by providing information and assistance.
- Assist with scheduling appointments and coordinating meetings between clients and clinical staff.
- Monitor and respond to emails and phone calls in a timely and professional manner.
- Ensure completion of intake paperwork and maintain accurate, organized client records.
- Maintain strict confidentiality and adhere to privacy guidelines (e.g., HIPAA and FERPA).
- Assist with clinical case management support tasks, including research and information organization, as directed by staff.
- Support program development and outreach logistics, including events and workshops.
- Maintain inventory of office supplies, outreach materials, and Counseling Center merchandise.
- Organize and maintain office files, documents, and program materials.
- Manage receipts and documentation for reimbursement and purchasing processes.
- Ensure the cleanliness and organization of the Counseling Center front desk and entry area.
- Provide a supportive presence to students, families, and faculty while they wait for services.
- Communicate effectively with Counseling Center staff and assist with administrative coordination.
- Perform general administrative tasks such as data entry, filing, and document preparation.
- Disclaimer
This list of responsibilities is not exhaustive. Details relating to both essential and non-essential functions of the job are not precise and are only an approximation, which can vary on a day-to-day basis and are subject to change on an as-needed basis and/or in the sole discretion of supervisory management.
- Education and Experience
Minimum
- Must be enrolled as a full-time undergraduate or graduate student at Chaminade University of Honolulu or a part-time undergraduate or graduate student at Chaminade University of Honolulu.
- Maintain a cumulative GPA of at least 2.5
Preferred
● Bachelor’s Degree (or currently pursuing)
● Minimum of one year of experience in a professional office setting
- Required Knowledge, Skills & Abilities
- Strong organizational and time-management skills with attention to detail
- Excellent verbal and written communication skills
- Ability to interact professionally with students, staff, and community members
- Ability to maintain confidentiality and adhere to ethical standards
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Docs/Drive
- Ability to manage multiple tasks and adapt to changing priorities
- Strong interpersonal skills and ability to provide a warm, supportive presence
- Ability to work collaboratively with a team and communicate effectively about scheduling and responsibilities
- Physical Requirements
Duties involve light work in an office and community setting and requires a minimum of physical effort with intermittent sitting, standing, climbing stairs, and walking inclines. Must be able to lift 20 pounds, walk the campus with ease, and have excellent motor skills. Must have finger dexterity. Must be able to communicate information and ideas so that others will understand.
- Other Requirements:
- Must have a valid Drivers License (remove if not req)
- This is a Part-time Non-Exempt Student Worker position. Depending on the project cycles and workflow demands of the department, additional hours or workday schedule changes may be occasionally required. Must be willing and able to work occasional nights and weekends and a varying schedule.
- Performs such similar, comparable or related duties as may be assigned or required
- Observes all safety and health regulations and works in accordance with safe work procedures and policies of the University. Reports unsafe acts/conditions and injuries in a timely and proper manner
- The employee is expected to adhere to all University policies while employed. The policies can be found at https://chaminade.edu/compliance/resources/ or on the employee Share Portal
- Marianist Identity/Native Hawaiian & Pacific Island Serving:
An expressed willingness to respect and support the Catholic and Marianist identity of Chaminade University of Honolulu and to perform all duties in a manner consistent with Marianist educational values and mission of the University. Understanding of and respect for the University’s designation as an institution that serves students of Native Hawaiian and Pacific Island ancestry.