Administrative Assistant, Counseling and Wellness Center

Compensation

$37,454.00 Annual

The Final date to receive applications for this position is 11:59pm EST on January 6, 2026. The Counseling and Wellness Center at Santa Fe College (SF) offers short‑term, targeted mental health counseling, crisis intervention, and referrals to community resources. The Center also conducts workshops, training sessions, presentations, and outreach activities for students, faculty, and staff. The Administrative Assistant for Counseling and Wellness Center provides direct administrative support and assists with the general coordination of day‑to‑day office operations including providing customer service, maintaining schedules, coordinating meetings, general bookkeeping, and other administrative support tasks.

This position may supervise the work of others. Additionally, the Administrative Assistant provides calm, professional front‑desk support to students who arrive in emotional or psychological distress by ensuring they are promptly connected with appropriate counseling staff, managing handoffs from faculty or staff escorts, and directing students to private or calming spaces when needed while they await assistance.

• Greets visitors, answers phones, responds to inquiries, and resolves issues based on established college policies, making appropriate referrals as needed.
• Provides calm, professional front‑desk support to students experiencing emotional or psychological distress by ensuring they are promptly connected to a Counseling Specialist.
• Assists in the resolution of student, employee and/or other issues based on pre‑determined college policies or department practices in a calm and professional manner.
• Monitors and enhances the Counseling and Wellness Center’s waiting area environment to ensure safety, confidentiality, and professionalism, and implements proper crisis management strategies when necessary.
• Performs a wide variety of administrative tasks including data entry and the drafting, editing, and revision of letters, reports, and other materials; maintains accurate databases and records.
• Organizes and facilitates meetings, special events, and wellness initiatives; schedules and coordinates dates and times, venues, attendance, agendas, contracts, hospitality, staffing, and facility arrangements.
• Performs various duties related to maintaining one or more individual schedules and coordinates travel arrangements when appropriate.
• May manage payroll functions including delegated approval and audit of timesheet entries for staff and student employees.
• Performs basic, routine bookkeeping functions related to the department budget including tracking purchases and expenditures and may assist in the budget development process.
• Facilitates, monitors, and/or oversees department purchasing, inventory and requisitioning of supplies and equipment.
• Works with the Director to prepare special reports, summaries, or replies to inquiries by compiling data and statistics from various departmental resources.
• May assist in the development or upkeep of the department webpage including social media and web presence.
• Maintains flyers, brochures, and other general information documents about the Counseling and Wellness center.
• Assists with training new employees, including student employees and interns, on department and college policies and procedures.
• May supervise and oversee the activities of student employees.
• Complies with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality.
• Strictly honors the privacy, security, and confidentiality of student records and other sensitive information according to appropriate state, federal, and college regulations, policies, and procedures.
• Provides service excellence through courteous, informed, accessible, and professional engagement.
• Performs other duties as assigned.

Reports to:

Director, Counseling and Wellness Center

Required: An associate’s degree with two (2) years of related work experience or a combination of completed education…