Administrative Assistant - part-time
Posted on Oct 29, 2019 by Notre Dame College
Job Summary: Under the supervision of the Director of the Counseling Center the part time admin performs a variety of complex and confidential secretarial and/or administrative duties in support of the department.
Essential Duties, Tasks, and Responsibilities:
The following outlines the essential functions of the position and is not to be considered a detailed description of all duties inherent in the position.
- Answers phone and provides assistance to callers
- Provides information by phone or in person about the NDC Counseling Center's services and how to make appointments with students requesting services and facilitates the collection of initial information and paperwork
- Creates and maintains confidential client filing system including the utilization of the scheduling software, Titanium
- Schedules and coordinates appointments for staff and intern(s) including scheduling, rescheduling, or cancelling appointments and events.
- Updates and maintains confidential client database
- Runs weekly, semester and yearly reports of Counseling Center activity
- Assists professional staff in the promotion of Counseling Center events and outreach efforts (eg, groups, campus-wide prevention programs, workshops, screenings, creation of newsletters, pamphlets and bulletin boards)
- Retrieves, opens, sorts, and distributes mail and other correspondence
- Maintains office equipment
- Travels off campus to local stores to purchase various items needed by the Center
- Assists in caring for the Counseling Center Therapy dog.
- Assists in website maintenance
- Assists in bookkeeping
- Performs other related duties as assigned
- Received: Minimal supervision; proceeds on own initiative within policy limits set by the Director of the Counseling Center
- Given: Assists Coordinator of Outreach and Prevention in supervising and assigning work to the Impact Team, a student volunteer group servicing the Counseling Center
- High school diploma required; college degree preferred
- Minimum of two years clerical experience (experience in a health or mental health setting preferred)
- Excellent interpersonal communication skills both in person and on the telephone
- Strong organizational skills
- Ability to multi-task effectively
- Ability to handle highly confidential material in an appropriate manner
- Ability to respond in a calm manner to people in distress
- Ability to work independently and show initiative
- Ability to handle all contacts with students, faculty, staff and outside constituents with tact and diplomacy
- Strong working knowledge of Microsoft Office programs
This position will not be required to work in the summer.