| Job Description | The Administrative Assistant provides administrative support to the Counseling Center and handles a variety of tasks to ensure that the department runs smoothly and effectively. This position serves as the first point of contact for the Counseling Center, and as such, warmly engages with students, clients, and other members of the campus community. Key duties include answering multi-line phones, scheduling appointments, calmly assisting crisis or urgent care walk-ins, checking in clients, and explaining services to students and the campus community both in person and over the phone.
ESSENTIAL DUTIES: - Provide administrative support to administrators, staff, faculty, and students.
- Serve as initial contact and liaison to other departments and visitors; provide a high level of customer service to visitors to the department, provide appropriate information as necessary.
- Handle phone calls, mail, and emails appropriately and professionally; process departmental paperwork.
- Assist with developing and maintaining the departmental budget; manage/purchase office supplies and maintain office equipment (e.g. copiers, printers); maintains department purchasing card (PCard); collect and deposit miscellaneous money; interacts with vendors on quotes and invoicing.
- Maintain the filing and storage systems; draft, edit, and update documentation and reports; scan, copy, and prepare presentation and session materials as required.
- Assist with special projects, meetings and/or special events; schedule space, equipment, and food as required.
- Make, cancel, and reschedule appointments using Titanium Schedule software; send daily appointment reminders; maintain schedules and calendars as required.
- Communicate with clinical staff and follow special instructions related to clients; notify director or appropriate Counseling Center staff regarding unusual or unexpected events/problems requiring immediate consultation and/or intervention (such as crisis/walk-in appointments); may be required to contact emergency resources.
- Perform other related duties as assigned.
Knowledge, Skills and Abilities: - Proficient in Microsoft Office programs and other general office programs and equipment; knowledge of basic office machines; willing to learn new programs as technology and office needs change.
- Strong customer service skills; approachable, assertive, flexible, and be able to work cooperatively with a variety of personnel and students.
- Organized thinker with exceptional attention to detail.
- Ability to effectively organize and prioritize work as well as concentrate on multiple tasks simultaneously.
- Excellent communication skills, both verbally and in writing; manage good working relationships with internal and external constituents.
- Ability to understand and follow standards of confidentiality, discretion, professionalism, safety and risk management practices at all times required.
- Familiarity with the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA) preferred.
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| Physical Demands | - Sedentary Work: Exerting up to 10 pounds of force occasionally
- General office conditions. Exposed to moderate noise levels.
- Required to use close vision and be able to focus.
- Regularly required to talk and hear; frequently required to sit, stand, and bend at the knee and waist, and walk.
- Must be able to have repetitive wrist, hand and/or finger movement to type and work on computer.
- Must have finger dexterity and hand-eye coordination to work on computer, telephone, and related office equipment.
- Regular attendance is a necessary and essential function.
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