Counseling Services Administrative Assistant

Position Summary:

The Counseling Services Administrative Assistant supports the mission of University Counseling Services by offering comprehensive administrative and technical assistance across all departmental functions.  It involves managing a variety of complex office management and administrative functions using independent judgement in a confidential setting. Wage for this position is 18.00/hr. 

Responsibilities include providing administrative support to counselors and staff, coordinating appointments, maintaining confidential student records, handling general inquiries and screening student psychological crises. This role requires strong organization, attention to details, ability to prioritize responsibilities, and effective communication with students, faculty, and external partners. The right candidate will have comfort working in a high-traffic office environment, will possess skills to interact with a variety of people from backgrounds in an open, accepting a nonjudgmental manner. 

The Counseling Services Administrative Assistant position is essential to ensuring day-to-day operations that contribute to the unit’s goals, with a focus on maintaining efficient operations under general supervision. This position is benefit and paid leave eligible working full time (40 hours per week) during the academic year and part time (20 hours per week) during the summer months.  

Responsibilities:

• Administrative and Program Support:
  • Provide general office support for daily tasks, including technology assistance, appointment scheduling.
  • Manage student check-ins, such as setting up computer system for student registration and ensuring completion of required forms.
  • Follow protocols for managing communication through all voicemails, phone calls, in-person and online requests for appointments.
  • Respond promptly to all manner of psychological emergencies, when appropriate, and as directed, including: initiating screening for triage, communicating with clinicians regarding the outcome of triage screenings, and coordinating security and crisis responses as needed.
  • Record all incoming phone interactions with student/faculty/staff/constituent in EHR.
  • Coordinate and record minutes for departmental meetings and other Student Success meetings as needed.
  • Organize program presentations, department meetings, events, and travel logistics.
  • Manage office supply inventory and make purchases for department needs while adhering to university purchasing procedures.
  • Compile statistical data for reports of operations and supervise distribution of client questionnaires and evaluation surveys.
  • Collect, analyze, and prepare various communication materials from established sources utilizing technology mediums. 
  • Maintain office equipment and collaborate with vendors and IT for repairs.
• Electronic Health Record (EHR) Responsibilities:
  • Maintain up-to-date student contact information.
  • Oversee client record management, ensuring confidentiality and handling release of information requests.
  • Respond to release of information requests. Record release information in client chart.
  • Coordinate software updates and manage technical support in collaboration with IT.
  • Adjust staff schedules in response to changes and absences.
  • Maintain established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures.
• Office Management:
  • Maintain a professional, customer-focused environment as the primary contact for University Counseling Services inquiries.
  • Maintain cleanliness of the center.
  • Serve as a first point of contact for individuals and groups, providing basic organizational information via phone, in person and through other communication mediums, and route more complex inquiries to the appropriate entities.
  • Ensure smooth office operations, including opening and closing procedures.
  • Assist with website editing, departmental publications, brochures, business cards, posters, nametags, etc. as needed.
  • Send, receive, copy, and distribute communications to the appropriate entities according to established policies and procedures under general supervision.
  • Participate in safety training and adhere to university safety regulations.
  • Additional duties as assigned. 

What You’ll Need to Succeed:

• High School Diploma/GED
• Demonstrated experience with standard business hardware and software (e.g., Microsoft Office), as well as basic troubleshooting and coordination with IT.
• Proven customer service experience with ability to inte