Administrative Assistant I, Center for Counseling & Well Being (Part-Time)

Job ID 2017-4247
Posted Date 7/24/2017
Org Number 010211
Department Center for Counseling & Well-Being
Division Vice President for Student Services
Job Type Staff
Location US-OK-Edmond
Proposed Salary Range $10.99 per hour ($14,287 annually)
Targeted Job Start Date 8/7/2017
Hours Per Week 25
Weeks Per Year 52
Regular Workdays/Hours Flexible, need to be avail M-F
Preference Date ..

Position Overview

Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. May be responsible for departmental budget; managing calendars and appointments; event and meeting planning.

Department Specific Essential Job Functions

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

The Administrative Assistant provides administrative and staff support to the Center for Counseling and Well-Being program operations. Working under the direct supervision of the Director of the Center for Counseling and Well-Being, this position provides all necessary organizational support and is responsible for a variety of other tasks.

Oversees front desk operations, including greeting and responding to clients, maintaining schedules, connecting requests for services to clinical or other appropriate staff, and keeping common program areas organized.

Prepares correspondence, reports, memorandums, fax messages, schedule appointments and maintains department calendar.

Answers multi-line telephone, provides information to inquiries, takes messages or direct calls. Manages all incoming and outgoing mail. Establishes and maintains files for official records and documents.

Serves as timekeeper for departmental time cards and payroll processing and ensures submission of leave records.

Direct participant in the fiscal year budget procedure, assisting director with budgetary procedures and records.

Orders and maintains record of supplies and equipment with appropriate forecasting measures to maintain good accounting standing.

Assists with data input and data collection from department and staff including but not limited to client surveys, utilization data and reports, client data entry, and other departmental statistics.

Monitors, reconciles, and assists in the preparation and maintenance of departmental budgets, including preparation of online requisitions (including travel) and tracking through payment of invoices, managing billing and reconciliation as requested for program and Wellness Center, and submitting Pcards for program and/or Wellness Center teams.

Assists the departmental director and other support staff with preparation and arrangements for special events, including coordination of materials for meetings and training sessions and other activities of the program.

Attends meetings and seminars to take notes and later transcribe into legible documents.

Oversees special activities and projects.

Exercises discretion in performance of assigned job duties.

Works under limited supervision.

Performs other related duties as assigned.

Qualifications/Experience Required

Requires general education or vocational training or equivalent combination of education and experience.

General understanding and use of office equipment.

Qualifications/Experience Preferred

Experience in a higher education environment.

Experience with electronic health records in a medical or behavioral health setting.


Understanding of confidentiality and ability to abide by high standards of confidentiality.

Ability to use standard office procedures and practices.

Literacy in computer usage and usage of Microsoft Office Suite.

Knowledge of complex office procedures and practices.

Skill in managing and maintaining budgets.

Ability to demonstrate a warm and caring professional service- oriented attitude.

Excellent telephone etiquette, communication (written and oral), interpersonal and public relations skills.

Ability to work well with others fostering a positive working relationship.

Ability to operate office equipment.

Ability to accurately type and proofread documents.

Ability to be self-motivated, self-directed and able to work in busy work environment.

Ability to listen and synthesize directives.

Physical Demands

Repetitive movement of hands and fingers. Typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.