Administrative Support Specialist I - Integrated Counseling, Health & Wellness

Job Family Group:

Staff

Department/Office:

Operation Manager Counseling Health and Wellness Services (Shakeela Pouncy)

Time Type:

Full time

Compensation:

$17.00-$21.17

Please note, starting salaries are based on factors including internal equity, relevant experience, and education.

Exemption Status:

United States of America (Non-Exempt)

Job Description:

Provides administrative and clerical support to ensure efficient and effective delivery of mental health, medical and wellness services to students. Serves as the first point of contact, offering exceptional customer service while managing sensitive and confidential information with discretion. Responsible for the smooth operation of a multidisciplinary team focused on student well-being,
including counseling, health services and wellness education.

 

Front Desk and Client Services

• Serves as the primary point of contact for students, staff and visitors.

• Greets and assists students in a professional and compassionate manner.

• Responds to inquiries via phone, email, or in-person with discretion and confidentiality.

• Triages inquiries and directs individuals to appropriate provider or services.

• Maintains a calming and supportive environment, particularly for students in distress.

• Scheduling and Appointment Management

• Coordinates and manages appointments for counselors, medical staff and wellness professionals.

• Uses Electronic Health Record (EHR) or scheduling systems to ensure efficient appointment flow.

• Handles rescheduling, cancellations, and follow-up communications with students.

• Notifies students of appointment reminders, intake procedures, or required forms.

• Coordinates provider availability for urgent or walk-in services as needed.

Administrative and Clerical Support

• Prepares correspondence, meeting agendas, and departmental documents with attention to detail and accuracy.

• Maintains and organizes digital and physical files, ensuring secure storage of confidential records.

• Monitors office supplies and place orders in coordination with procurement processes.

• Assists with preparing onboarding materials for new staff, interns, or providers.

Financial and Budgetary Support

• Tracks departmental expenses and assists with recording monthly budget reports.

• Processes invoices, reimbursements, and purchase requests in compliance with university policy.

• Coordinates with finance and accounting departments to resolve discrepancies.

• Maintains organized documentation of financial transactions for auditing purposes.

Records and Data Management

• Enters and updates students records in EHR and student information systems with a high level of accuracy.

• Assists with the generation of reports for usage statistics, compliance, and accreditation.

• Maintains confidentiality and comply with HIPPA, FERPA, and university data security standards.

• Helps manage student satisfaction surveys or outcome assessment tools.

Communication and Coordination

• Drafts and distributes internal communications, memos, and announcements to staff and students.

• Coordinates logistics for staff meetings, committee meetings, and departmental planning sessions.

• Serves as a liaison between ICHW and other university departments (e.g., Registrar, Residence Life).

• Ensures timely and clear communication of updates, scheduling changes, or policy reminders.

Program and Event Support

• Provides logistical support for health fairs, mental health awareness campaigns, and wellness workshops.

• Creates promotional materials, coordinate with campus marketing teams, and manage event registrations.

• Responsible for set ups and break downs for event spaces, prepares supplies and handouts, and assists during live events.

• Tracks attendance and feedback for program improvement and reporting.

ADDITIONAL DUTIES

• Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence,

• patience and integrity to provide professional leadership during emergencies.

• Attends continuing education seminars and workshops to maintain and improve office skills.

• Complies with all Trinity University policies and guidelines.

• Performs other duties as required.

EDUCATION
Required: