Administrative Assistant

Counseling Center

Openings: 1

Description

Gustavus Adolphus College invites applications for a full-time Administrative Assistant with the Counseling Center. This is an 11-month position and has a start date of approximately June 3rd.

Gustavus Adolphus College is a private liberal arts college in Saint Peter, Minn., that prepares over 2,200 undergraduates for lives of leadership, service, and lifelong learning. Fully accredited and known for its strong science, writing, music, athletics, study-away, and service-learning programs, Gustavus hosts a chapter of Phi Beta Kappa and is internationally recognized for its annual Nobel Conference.

The primary purpose of this position are to provide a welcoming environment for students and administrative support for the Counseling Center staff in a manner which contributes to the effective delivery of mental health services.

Duties and Responsibilities:

  • Welcomes and greets all clients and visitors, in person or over the phone.

  • Performs receptionist duties; answers department phone line; sorts, opens, dates and distributes incoming mail, fax and scan documents.

  • Sends daily appointment reminders through Titanium scheduler.

  • Maintain appropriate electronic tracking systems.

  • Responsible for keeping the reception area and copy room clean and organized.

  • Updates website on a regular basis.

  • Schedules appointments for 6-7 staff psychologists and interns.

    • Provides specific instructions regarding intake and online forms to be completed.

    • Registers new clients and updates existing client demographics.

  • Facilitates client flow by notifying the counselor of clients' arrival, being aware of delays, and communicating with clients and staff psychologists and interns.

  • Assists with identifying and scheduling crisis appointments. ┬áManagement of general crisis reactions in the front office area.

  • Responds to needs from Administration regarding crisis interventions and appointments, particularly as requested by the Deans of Students.

  • Responds to client, prospective client, and visitor inquiries in a courteous manner. Offers sympathetic advice and comfort to anguished students and at times diffuses angry parents.

  • Keeps office supplies adequately stocked by anticipating inventory needs, placing orders, and monitoring office equipment.

  • Manages Amazon and Office Depot accounts for book and office supply purchases.

  • Coordinates committee meetings.

  • Collaborate with Health Service regarding consultations about clients and appointments, set up monthly case consultation meetings between the two offices.

  • Assist director with budget management and charges.

  • Assists director with projects as needed.

  • Processes requests for payment and interdepartmental invoices.

  • Reconciles credit card (Wells Fargo) charges and receipts monthly for each staff member.

  • Run monthly reports in Titanium and update spreadsheet of ongoing appointment statistics.

  • Manages administration of client satisfaction survey each semester.

  • Prepare forms and brochures for the Counseling Center.

  • Manages Excel spreadsheets for budget, scheduling, data collection, etc.

  • Reserves college vehicles and handles any other arrangements necessary for attending meetings, workshops, and conferences.

  • Communicate with students to return borrowed books or supplies each semester, generally manages lending library.

  • Coordinate group sessions for the Counseling Center and advertise any evening programs/presentations with posters, college calendar and other necessary notices.

  • Coordinates outreach events each semester.

  • Assists with searches for office position replacements including interns.

  • Provides administrative support for the Community Based Service and Learning(CBSL) office for approximately 5-6 hours per week.

    • Assist with managing the budget and tracking credit card (Wells Fargo) charges.

    • Support various projects as needed.

  • Supervises student workers.

    • Hires, trains and provides work direction to ensure that performance goals are attainable.

    • Coordinates student work schedules and monitors attendance.

    • Monitors work performance and takes corrective action whenever necessary.

    • Responsible for turning in and signing time cards electronically for student employees.

  • Ability to remain calm in stressful situations.

  • Maintain and protect client confidentiality.

  • All other duties as assigned.

Prerequisites

Minimum Qualifications:

  • A high school degree or equivalent.

  • Strong interpersonal and communication skills.

  • Strong writing skills.

  • Proficiency in Microsoft Office Suite (Word, Excel, Powerpoint),

  • Proficiency in Google (Drive, Calendar, Sheets, Surveys, etc.)

  • Openness to learning new forms of technology/systems as needed.

Preferred Qualifications:

  • Two years of Administrative Support experience.

  • Familiarity with Ellucian Colleague, Titanium, and Qualtrics.

Working Environment:

  • General office conditions with hours: 7:45 AM to 4:45 PM.

Application Procedures: To apply for this position, please continue the process on our website, www.gustavus.edu/humanresources/employment to complete the online application. A complete application will include the following attachments. Incomplete applications will not be reviewed by the search committee.

  • Online Application

  • Cover Letter

  • Resume/Curriculum Vitae

  • Contact information for three (3) references

Gustavus Adolphus College does not discriminate on the basis of race, color, national origin, ancestry, sex, disability, religion, age, sexual orientation, or veteran status in its education or employment programs or activities.

Posted on: 04/30/2019

Contact

Hannah Godbout | hgodbout@gustavus.edu | 507-933-7027

Posted: Mon Jun 10, 2019

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