Senior Administrative Assistant, Department of Advanced Education Programs (Telemental Health & Counseling Programs)

Department

Advanced Education Programs

Job Posting Title

Senior Administrative Assistant, Department of Advanced Education Programs (Telemental Health & Counseling Programs)

Job Description

The position involves administrative and general office support duties along with specialized tasks, assisting the departmental chair and faculty for the telemental health and counseling programs. Duties will include communication, accounting and bookkeeping, assistance with personnel processes, public relations/marketing assignments, and data management. This position utilizes standard office tools and technology and will supervise and provide leadership to student employees. A successful candidate needs to be able to take the initiative, manage tasks simultaneously, work independently as well as in a team, possess effective communication skills, and be well-organized and meticulous.

Minimum Qualifications: This position requires a High School Diploma or equivalent, three to five years of experience in an office or administrative setting, and supervisory or managerial experience.

Preferred Qualifications:

• A bachelor’s degree in psychology, education, or a related field.
• Customer service skills/experience.
• Marketing skills/experience (i.e., social media, Canva, website editing)
• Superior written communication skills
• Highly proficient with Microsoft Office applications (Outlook, Word, Excel, Teams, Google Docs/Sheets)
• Workday experience

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Priority Deadline: Review of applications will begin March 10, 2025 and continue until the position is filled.

Wage: $15.03/ hour

Benefits: To review our competitive benefit package, please visit FHSU Benefits.

Appointment Date: Start date to be determined after acceptance of an offer and completion of a criminal background check.

Responsibilities:

• Communicate with students, faculty, staff, and administrators on a daily basis, sometimes regarding confidential issues. The Senior Administrative Assistant is the primary contact person for students, faculty, and staff who come into the office, email, message on Microsoft Teams, or telephone the office for information. The individual hired must be able to communicate with individuals of various backgrounds and temperaments on a daily basis.
• Maintains telemental health budgetary accounts. Prepares payment vouchers, travel authorizations, travel payment vouchers, and purchase requisitions through Workday. Classifies and records transactions and identifies and resolves discrepancies and any other related transactions. Reviews purchase orders, vouchers, bills, and forms to approve merchandise or reimbursements or to make payment for goods or services.
• Reconciles the telemental health account between Workday and the office accounting process every month and provides monthly department account activity and balance reports to the chair.
• Assists the chair and counseling program coordinators with correspondence, spreadsheets, and documents.
• Assists department chair with ensuring schedules for on-campus and online classes, including resolving room conflicts, are submitted accurately, timely, and adhering to FHSU deadlines. Submits course approval forms for online and on-campus classes.
• Assists in the planning, coordinating, and scheduling of meetings for the counseling program coordinators. Uses Outlook and other communication and scheduling tools.
• Orders and purchases, supplies and equipment, as necessary.
• Interviews, selects, coordinates, supervises, evaluates, and mentors student employees. Maintains records, payroll, and hiring of all student employees. Sets work schedules of student workers in consultation with the chair each semester; establishes priorities and delegates work assignments and reviews completed work of student employees for accuracy.
• Makes travel and lodging arrangements, reimbursement for faculty travel, and candidate interview travel.
• Assists with updating the department website, creating social media posts/videos regularly, and creating brochures and other items to promote the telemental health and counseling programs. Much of this is done using Canva and social media platforms. Ability to use other programs such as Photoshop is a plus.
• Assists with recruiting and other events.
• Other duties as assigned by the department chair.

Application Process: To apply for this position, please visit