Part Time Administrative Assistant II - Counseling Services

The Counseling Center is seeking a dependable, compassionate, and highly organized Part-Time Administrative Assistant to provide administrative and front-office support in a fast-paced student services environment. This position requires someone with a broad range of administrative skills who can effectively manage competing priorities, communicate professionally, maintain confidentiality, and provide a welcoming and supportive experience for students.

The ideal candidate will have experience working in a medical, healthcare, counseling, behavioral health, or other student-support setting, with strong skills in scheduling, customer service, data entry, records management, and administrative coordination. Experience with Electronic Health Records (EHR) systems is highly preferred.

Because the Counseling Center serves students who may be experiencing stressful or sensitive situations, the successful candidate must demonstrate professionalism, empathy, sound judgment, and the ability to remain calm and composed when working with individuals who may be distressed or in crisis.

Performs a variety of standard to moderately complex administrative and secretarial tasks which may include greeting and receiving visitors and calls, monitoring inventory, maintaining spreadsheets, typing, filing and purchasing in support of Department’s daily operations.

• 1. Answers phone and screens visitors; provides detailed information regarding services and explains procedures; may provide advice; refers call to appropriate person if more information is needed; takes messages; responds to the more difficult inquiries and requests; serves as informational resource to staff.
• 2. May create and update unit’s files; may purge inactive files; may maintain unit’s computerized databases.
• 3. May assist in budget process by maintaining spreadsheets, monitoring budget, and compiling information for budget requests.
• 4. May monitor inventory and supplies; may prepare requisitions; may order supplies.
• 5. May draft a variety of correspondence and memos for supervisor’s approval; may type and proofread manuals, books, and other material; may create forms for Department use.
• 6. Responds to complex inquiries and requests; serves as informational resource to staff.
• 7. May create contracts and rate schedules for instructors; may coordinate payments; may research and resolve discrepancies.
• 8. May receive data and check for accuracy; may enter into computer system; may create, update, and maintain files and databases.
• 9. May perform a variety of administrative tasks including scheduling and maintaining calendar, making travel arrangements, scheduling and coordinating meetings, and processing time sheets and attendance reports.
• 10. May provide clerical support for committees, special projects, and task forces.

Requires High School diploma or GED and vocational or business training beyond high school, intermediate Microsoft Office skills to include word processing, spreadsheets, databases and graphics and 2 years of office experience. Assessments for the appropriate level of Microsoft Office skills will be required.

• Knowledge of standard office procedures and equipment.
• Knowledge of computer and office applications.
• Writing and proofreading skills.
• Strong customer service/communication skills.

Typical office environment.