Office Manager/Administrative Assistant - Counseling & Consultation Services

Job description


Marian University seeks qualified applicants for the position of full time Office Manager/Administrative Assistant reporting to the Director of Counseling and Consultation Services (CCS).The Office Manager/Administrative Assistant is a member of Counseling and Consultation Services team of psychologists, counselors, trainees, academic support and disability services staff.The Office Manager/Administrative Assistant serves as the department’s first point of contact for students, faculty, and staff and provides administrative and clerical support for all personal, career, academic support and disability counseling and testing functions provided by CCS for the university community.

Essential Duties and Responsibilities include, but are not limited to:

Actively engages the Catholic Franciscan mission and identity of Marian University by modeling the Franciscan Sponsorship Values, honoring the legacy of the founding congregation, promoting unity in diversity, and integrating the Catholic Franciscan intellectual traditions in courses, programs, and services. Provide superior-quality customer service to clients, students, faculty and staff who interact with the CCS office. Provide reception and secretarial services including: answering phones, gathering client registration information, scheduling appointments via electronic scheduling system, managing emails, greeting and checking in/out clients, maintaining front office space Manage confidential information in a sensitive and ethical manner Manage emotionally distressed students and urgent counseling situations in a calm, empathic, respectful, professional, and efficient manner Maintain office filing system of confidential files strictly adhering to HIPPA compliance Prepare office documents, reports and correspondence for all clinical staff Coordinate testing schedules, prepare testing supplies and proctor exams for students with academic accommodations in center’s testing offices Schedule meetings, research, create, assemble and coordinate meeting materials Maintain inventory of supplies and equipment, order supplies, complete, process and maintain billing records for purchase orders. Assist with monitoring of office budget and prepare expense accounts Understand and comply with the protocols, policies and procedures of both Counseling and Disability Services Establish and maintain a positive working rapport with all staff, work as a team member and demonstrate a positive, proactive approach to daily operations Other duties as assigned

University Expectations:

  • Knowledge of and a commitment to the mission of Marian University
  • Adheres to Marian University’s policy and procedures
  • Shows courtesy and respect in interactions with fellow employees, students, and supervisors
  • Communicates regularly with supervisor about Department issues
  • Meets department productivity standards
  • Participates in developing department goals, objective, and systems
  • Assists to establish department measurements that align and support the accomplishment of the University’s strategic goals
  • Adheres to the department budget
  • Requirements:

    High school diploma or general education degree (GED) plus a minimum of three years full time administrative assistant experience. Ability to understand and adhere to the legal and ethical confidentiality boundaries pertaining to sensitive, highly confidential counseling and academic accommodation information. Strong interpersonal skills to respond to counseling clients who are emotionally distressed, in crisis, angry or agitated Excellent oral and written communication skills Ability to respond appropriately to a diverse array of questions, needs, and requests from students, clients, university faculty and staff, parents and off campus professionals. A demonstrated ability to multi-task, work independently and build collaborative relationships in an interdisciplinary team. Ability to be organized, detail oriented and highly accurate Ability to read and interpret documents such as testing programs and course outlines Ability to establish priorities in a sometimes fast paced office environment. Strong computer skills and experience with Microsoft Office programs, spreadsheets and technology tools. Prior experience in mental health/medical or university office preferred but not required.

    Founded in 1937 by the Sisters of St. Francis, Oldenburg, Indiana, Marian University is the only Catholic university in Indianapolis and central Indiana. In 2019, Marian is serving more than 2,400 undergraduate and 1,160 graduate students earning degrees in the arts, business, education, engineering, math, medicine, nursing, ministry, and the natural and physical sciences. The university’s high-impact, experiential curriculum is designed to provide hands-on, collaborative learning opportunities for students from 45 states and 23 nations. Marian climbed in U.S. News & World Report’s 2020 Midwestern rankings to be named #6 Most Innovative Regional University, #15 Best Value University, and #30 Best Regional University. Marian University opened its College of Osteopathic Medicine in 2013, making it the first new school of medicine in the state of Indiana in 110 years. Marian’s national champion varsity athletic programs include the 2012 and 2015 NAIA Football National Championship, the 2016 and 2017 NAIA Women’s Basketball Championship, and more than 40 USA Cycling national championships.

    Review of applications will begin immediately and continue until the position is filled. Applications require a current resume, a cover letter, and names and contact information of three current references. Only complete applicant packets submitted to [email protected] will be considered.

    Marian University is an Equal Opportunity Employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply.




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    Job No:
    Posted: 9/19/2020
    Application Due: 11/18/2020
    Work Type: