Office Specialist 2


University of Oregon -


Department: University Counseling Center
Classification: Office Specialist 2
Appointment Type and Duration: Regular, Ongoing
Salary: $14.03 – $20.35 per hour
FTE: 1.0

Review of Applications Begins
Position closes July 17, 2018

Special Instructions to Applicants

Complete applications must include:
Cover letter, which expresses your interest in this position
Current résumé which includes date of employment
Name, email and phone number of at least three professional references, one of which must be current supervisor (or most recent supervisor if not currently employed). Candidate will be notified prior to references being contacted.
Department Summary
The University of Oregon’s Counseling Center provides an array of programs and services to help students reach their educational goals and to support the University’s teaching and service mission. The Counseling Center provides phone consultation and initial assessment, individual and group psychotherapy, crisis counseling, and education outreach. We also provide events to the Eugene therapy community.

The Counseling Center is accredited by the American Psychological Association and provides training to psychologists and counselors in training. The Counseling Center also participates in national, university, and departmental research, program evaluation, and outcome assessment.

Position Summary
This position provides reception and administrative support for the University Counseling Center (UCC). Duties include:
Providing reception support, including assessing client needs on the telephone and in person and explaining general procedures in a detailed, understandable manner.
Maintaining communications with supervisor and clinical staff regarding daily operations; interacting with other departments such as Residence Life, Dean of Students or UO Police Department.
Responsible for office operations and front desk management in the absence of the supervisor and/or other team members.
Maintaining updated computerized scheduling system of 30+ daily schedules; scheduling phone assessment, group screen, initial assessment, and regular therapy appointments using Titanium software; obtaining and inputting client information for the scheduling and clinical database.
Maintaining confidential electronic clinical records; gather and manage data from regular intake and assessment paperwork; recording attendance records, fees and staff/student communications; using Filemaker Pro to verify student enrollment.
Providing clerical support for several clinical programs, including those related to drug and alcohol intervention, interpersonal violence, suicide assessment.
Checking out, maintaining and inventory of equipment used by staff, student and staff library; assigning lockers; retrieving archived files.
Scheduling space internally and externally, including research and communications, for staff and community events and training.
Completing special projects, such as serving on search committees and participating in staff development activities; revising manuals, formatting and updating procedures and meeting schedules; keeping staff forms printed and available.
The Counseling Center intends to expand its hours of operation in the next year. This would require staff members to work staggered shifts, with some employees’ work shifts beginning at (or before) 8:00am and other work shifts beginning later and ending as late as 7:00pm. This position may be required to work the shift that ends later in the day.
This will be a 9 month position during the Fall, Winter and Spring Terms.
Minimum Requirements
Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents;
An Associate’s degree in Office Occupations or Office Technology;
Graduation from a private school of business with a certificate in Office Occupations or Office Technology AND one year of general clerical experience.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

Professional Competencies
Excellent customer relations and organizational skills.
Ability to communicate and work effectively, individually or as a team, with students from diverse backgrounds, including international students, students with disabilities, students of color, and other underrepresented groups in university settings.
Interpersonal sensitivity and ability to respond professionally to students in crisis.
Ability to understand and follow detailed guidelines, policies, and procedures.
Keyboard speed of at least 60 WPM and proficiency with word processing, spreadsheet, and database computer applications; experience with scheduling software.
Ability to interact with students, parents, faculty, and staff in a helpful and pleasant way both in person and by telephone, the ability to multi-task and ability to work independently on assigned projects.
Preferred Qualifications
Good working knowledge of the University of Oregon, its organization, policies, and procedures.
Knowledge of campus and community resources in dealing with crisis situations.
Experience working in a mental health care setting or executive office setting.
FLSA Exempt: No

All offers of employment are contingent upon successful completion of a background inquiry.

This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at or 541-346-5112.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at

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