Administrative Assistant I - Counselor Education

Feb 22, 2017
Institution Type
Four-Year Institution

Department Summary: Bridgewater State University's Counselor Education program prepares professionals to counsel individuals, families, groups and communities with developmental, educational, career and mental health needs. Using a constructivist framework, faculty build on students' prior knowledge, background and experience.

Position Summary: The Administrative Assistant I will serve as the initial contact for internal and external clients, responding to inquiries via phone, in person and email; administrative matters regarding academic affairs, student needs, faculty concerns, and budget/scheduling issues. The Administrative Assistant presents a positive, professional, knowledgeable and accessible representation of the department. Tour of Duty: 8:45 am to 5:00 pm, Monday through Friday (Saturday and Sunday as days off) This is an AFSCME position and is subject to the terms of that unit agreement.

Essential Duties: * Respond to office inquiries, via phone, in person or email. * Assists Department Chair with admission process by using Recruiter, mail merge, and excel. * Uses Recruiter to ensure that student applicants have included all of the required materials in their online application. * Assists Department Chairperson and Faculty with verification and data entering of course schedules. * Assists the Department Chair with the organization and facilitation of the biannual admissions events. * Coordinates departmental events by reserving required facilities, taking RSVP's, ordering food and beverage items, and notifying appropriate individuals of dates, times and locations. * Coordinate monthly department meetings, record minutes, and prepare necessary materials. * Works with the Testing Center to coordinate the CPCE licensure exam. * Assists the Director of Fieldwork with scheduling. * Provides administrative support to faculty advisors to assist with each counselor education honors society initiation. * Works closely with the College of Graduate Studies office staff regarding student matters. * Monitor and maintains budget for travel and professional development. * Monitor usage, reconcile charges, and maintain appropriate records for department procurement card. * Updates department Blackboard site as needed. * Update and maintain the Department of Counselor Education web page and social media platforms. * Update and distribute student handbook as instructed by faculty and Department Chair and post to Blackboard as needed. * Maintain inventory of office supplies and order supplies as needed. * Maintain department files and information databases.

Required Qualifications: * Applicants must have at least (A) two years of full-time or equivalent part-time, experience in office management or administration; major duties include one or more of the following: purchasing, personnel management, budgeting, accounting, records managements, work simplification, or program management. (B) Any equivalent combination of the required experience and acceptable substitutions as indicated by State Job Specifications. * Ability to communication effectively, both orally and in writing. * Ability to determine proper format and procedure for assembling items of information * Ability to analyze and determine the applicability of data, to draw conclusions and to make appropriate recommendations. * Ability to maintain accurate records. * Ability to prepare general reports. * Ability to exercise sound judgment. * Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and /or evaluations * Ability to establish rapport, maintain harmonious working relationships and deal tactfully with others from varied ethnic, cultural and/or economic backgrounds. State Job Specifications are available in the Human Resources Office and/or the department web page:

Preferred Qualifications: * Exceptional organizational and follow through skills. * Proficiency with a variety of software platforms including the MS Office Suite, Banner, Recruiter, Blackboard, InfoBear, or equivalent systems and social media platforms. * Strong customer services skills. * Strong written and oral communication skills. * High level of attention to detail. * Ability to effectively manage competing responsibilities and multiple projects. * Ability to effectively prioritize completion of short and long term projects. * Experience in working in a higher education setting

Physical Demands: Bridgewater State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employee with disabilities. Office activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and interaction with computer equipment; Occasional bending, reaching, lifting, pushing and pulling up to 5 pounds.

Special Conditions: Please be aware that employment at Bridgewater State University is contingent upon completion of a successful background check.

EEO Statement: Bridgewater State University (BSU) is an affirmative action/equal opportunity employer which actively seeks to increase the diversity of its workforce. We are dedicated to providing educational, working and living environments that value the diverse backgrounds of all people.

Salary Range: $1,608.86 bi-weekly (Grade 15, Step 1)

Special Instructions: Please note the following information is required to complete your application for this position: *a minimum of one (1) employment history entry. *a minimum of three (3) professional reference entries.

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