Administrative Assistant

Position Summary:

As an Administrative Assistant for Counseling Services, this position is essential to ensuring the smooth day-to-day functioning of the department. Responsibilities include providing administrative support to counselors and staff, coordinating appointments, maintaining confidential student records, and handling general inquiries. The role requires strong organizational skills, attention to detail, and effective communication with students, faculty, and external partners. This role 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 administrative tasks 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, including technology assistance, appointment scheduling, and student check-ins.
  • Follow protocols for handling communications via phone, email, web, chat, or walk-ins. 
  • Update student contact information and manage office supply inventory. 
  • Respond promptly to crisis calls, assessing and triaging students in need of urgent care; coordinate security and crisis responses as needed.
  • Organize program presentations, department meetings, events, and travel logistics.
  • Make purchases for department needs and adhere 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:
  • 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.
  • Serve as a first point of contact for individuals and groups, provide 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.
  • Maintain the department's social media presence and website, and assist with marketing materials.
  • 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 ability to interact effectively and compassionately with individuals from diverse social, cultural, and economic backgrounds, maintaining a welcoming and inclusive environment.
• Strong verbal and written communication skills, including the ability to convey information clearly and professionally in various formats (in person, phone, email, social media).
• Strong organizational abilities, including the management of complex schedules, confidential records, and multiple administrative tasks with accuracy.
• Excellent judgment, particularly in handling sensitive or personal information, and an understanding of confidentiality standards (e.g., FERPA, HIPAA).

Why It’s Great to be a Pioneer:

The University of Wisconsin-Platteville, fou