Position Summary:

The Administrative Specialist plays an important role in supporting the School of Counselor Education. Reporting to the School of Counselor Education Director and is supervised by Budget Analyst/Office Manager, this position assists with the daily operations of the office, maintaining weekly school meeting agendas, minutes and supporting documents in Google. while providing support to students and faculty ensuring that daily office functions run smoothly and efficiently.

This role is responsible for developing, maintaining, and facilitating efficient admission, registration and budget functions within the School. The Administrative Specialist manages and maintains online applications while coordinating admission procedures for all programs (MA and PhD). Develops and maintains data from Workday reports for enrollment management. This role also assists new students with course registration and provides timely communication to admitted and waitlisted students.

This position supports student recruitment efforts by providing information about programs and services offered. Assists with the registration process of admission and on-going enrollment. This position coordinates hiring student employees as well as school operations and events, including the annual lab residency, while maintaining organized office procedures and a welcoming environment for students, faculty, and campus visitors. Lab residencies will require flexible scheduling which include early morning hours and late evenings two weeks in the Fall and Spring terms.

 

 

Specific Job Duties (Essential Functions and Responsibilities)

• Oversee, coordinate and manages school recruitment initiatives

• Develops, maintains and organizes procedures for admissions materials including receipt, materials tracking, coding, and record keeping.  

• Validate student application materials for completeness, verify transcript to determine  eligibility for admission in accordance with Institutional Policy.

• Admits students by entering admission codes, and information  into the Institution's  Information system.

• Provides student information to Academic Instructional Technology Center requesting access to their online courses in the Institution's Blackboard Management System.

• Manages and coordinates with Senior Academic Advisor to assist with cohort capacity and maintenance of accurate cohort data for reporting purposes.

• Builds and manages courses in Workday for all Counselor Ed programs

• Coordinates School of Counselor Education on campus annual four week labs, including all housing, meal arrangements, and scheduling of the building space.

• Manage housing accommodations communicating effectively with students, clinical faculty and adjuncts regarding residency logistics.

• Implementation of admissions processes for applicants to the doctoral program maintaining communication with applicants throughout the process. Implement and maintain office schedule to provide operational hours from 8am- 5pm Monday through Friday with the exception of Labs which require potential 12 hour days at least 

• Make purchase recommendations and maintain office supplies for academic year operations and School of Counselor Education Labs. 

• Develop/coordinate with Counselor Education Admissions Taskforce to establish protocols, procedures related to admission decisions

• Maintains accurate records and documentation for all school operations including timely processing. Which includes maintaining school weekly school meeting agendas, minutes and supporting documents in Google.

• Manages and maintains school areas, reception areas, counseling lab, classroom spaces and student work spaces.

• Maintain online scheduling of school events and spaces  using Google Calendar

• Answer incoming phone calls, emails and voicemails addressing questions, concerns and referring requests to appropriate school personnel. 

• Process mail  and manage operation of office equipment 

• prioritize tasks while maintaining timely communication 

• Organize and maintain data within both online (Google) and physical files

• Complete the book requirements in faculty portal. Coordinate textbook orders for faculty, adjunct and doctoral students as necessary. 

• Assist with uploading student CECE scores in Workday.

• Assist with securing dorms, housing