Administrative Assistant to the Counseling Center/Marketing Department

Nebraska Wesleyan University seeks applications for an individual who will provide administrative support for the Counseling Center, the Marketing and Communications Department and Student Health Services. The position will work 35 hours per week during the academic year from August 1 to May 30 each academic year.

During the academic year, the position will provide support for the Counseling Center answering phone calls, directing calls to the appropriate office, and scheduling appointments as necessary. This position will also provide support to the Marketing and Communications department by proofreading print pieces and emails, researching /placing orders for marketing items, processing weekly invoices and monthly credit card reports. During busy periods of the year, this position will support Student Health Services with document collection and management.

The successful candidate will possess a high level of diplomacy, confidentiality, initiative, self-motivation and discretion with sensitive information.

Responsibilities

Counseling Center Support:

• Greet clients upon check-in and have them complete forms on iPad
• Answer phone and direct caller to appropriate office as necessary
• Schedule/reschedule appointments, monitor and respond to emails
• Use Titanium (scheduling software) to send email and text reminders to clients
• Bill students monthly for appointments and no-shows (counselors and APRN)
• Keep supplies stocked (office supplies, cleaning supplies, kitchen supplies)
• Reserve spaces on campus for meetings/events; reserve parking spaces for campus guests
• Facilitate promotion for outreach programming and updates to web and social content.
• Prepare client satisfaction survey for clients at end of each semester; collect surveys at check-in
• Maintain confidentiality at all times
• Pay center invoices; submit RFPs for psychiatric nurse practitioner monthly
• Stay calm when a student in crisis walks in. Be able to ask difficult questions of counseling clients.

Marketing Department Support:

• Establish and maintain relationships with vendors. Research and place orders for promotional items and other branded materials
• Assist with proofreading of print and digital communication materials.
• Assemble, organize and maintain department project files.
• Process weekly invoices for marketing jobs and reconcile monthly credit card reports.
• Assist director to schedule and track recruiting materials for Admissions
• Oversee and maintain campus stationery inventories.
• Facilitate monthly business card orders
• Assist with general office organization, including ordering supplies, scheduling meeting rooms and submitting maintenance requests

Student Health Department Support:

• Collect, review, and maintain student health documents and update information in the Student Health portal.

Qualifications:

• One to two years of previous experience as an administrative assistant.
• Must possess good writing skills and have experience drafting various types of correspondence
• One to three years of experience working with budgets or general ledger line items.
• Experience in project management, planning, and scheduling.
• Must be proficient in Microsoft Office Suite products including Word, Excel and Power Point.
• Must have general knowledge of accounting, marketing, and advertising principles.
• Must be able to work with students, faculty, staff and administration and understand their needs.
• Possess strong interpersonal, oral and written communication skills
• Demonstrate good organizational skills, be detail oriented, adaptable, flexible, and work with multiple interruptions.
• Must be punctual and have good attendance habits.
• Demonstrate the ability to maintain and be responsible for confidential information.
• Be able to set and achieve goals related to time lines, project management and event oversight.

Commitment to Diversity:

Diversity is a core value of N