Database Assistant
Job Title: Database Assistant
Classification: C4
Department: University Counseling Center
Updated: December 2021
Job Summary
The database coordinator administers the center’s client database software and other client-specific software, including configuring system options and utilizing reporting functions to summarize client data trends.
Essential Functions
- System administrator for confidential client information database. The database, Titanium, includes statistical reporting features, note-keeping features, and an appointment scheduling system.
- Monitor and reconcile department budgets. Oversee all purchasing functions.
- Occasional front office reception as needed (e.g., when other support staff are on vacation).
- Prepare and oversee contracts with outside vendors (e.g., speakers, technology support).
- Compile and logically format statistical data, tables, and reports for the Director, including assisting with the Center’s annual report.
- Disseminate, collect, and compile results of client satisfaction surveys.
- Perform and coordinate support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
- Provide database support for staff, including maintenance and troubleshooting of the client database (Titanium) and telehealth systems (Doxy).
- Provide editing and proofreading assistance to the Director.
- Assist the Director in special projects and assignments as needed.
- Disseminate information that may require explanation and interpretation of established university and school policies and procedures, and direct individuals to sources of additional information.
- Receive information in various forms and determine the appropriate method of processing.
- Conduct special projects and assignments as directed.
- Other related duties as assigned.
Non-Essential Functions:
Not Applicable.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands effectively.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Associates or Bachelor’s degree.
- Budgetary/purchasing work experience.
- Database systems experience.
- Experience in a higher education setting.
- Experience in a mental health, wellness, or medical setting.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.