Administrative Assistant

Clark University
Worcester, MA
Closing date
Oct 23, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Student Affairs, Counseling

Job Details

Category:: Staff and Administrators
Department:: 3170 (CPG-Counseling and Personal Grow)
Locations:: Worcester, MA
Posted:: Jul 16, 2021
Closes:: Open Until Filled
Type:: Full-time - Non Exempt
Ref. No.:: 199219
Position ID:: 133703

About Clark University:

Founded in 1887, Clark was one of the first all-graduate institutions in the United States. Today the University is a highly-ranked, student-centered institution educating approximately 2,350 undergraduate and 1,150 graduate students to be imaginative and contributing citizens of the world and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. This commitment to scholarship and inquiry reflects the University's commitment to "challenge convention and change our world" and to address issues of critical importance to society. It is also reflected by Clark's many national and international distinctions, including recognition for its diversity and inclusion efforts, innovation, community engagement and impact, as a top green campus, and for having a distinguished geography and international development program. Clark has also been included in the groundbreaking Colleges that Change Lives guide since it was first published in 1996.

Clark is located in Worcester, Massachusetts, a dynamic, diverse city "on the rise." The second largest city in New England, Worcester is home to 11 institutions of higher learning and is increasingly recognized for its growing healthcare and biotechnology communities, its thriving cultural scene, and as a vibrant food hub

Job Description:

The Administrative Assistant (AA) serves as an integral part of our student service in that she/he is usually the first contact with student clients, individuals in crisis, and parents, faculty and staff requesting consultation with the Counseling Center. The AA needs to be comfortable in a mental health treatment environment, able to assist clinicians who are handling crises, and fully aware of laws and regulations regarding confidentiality. In addition, the AA is responsible for clerical duties in a highly confidential office, including answering telephone calls, scheduling appointments, maintaining a variety of records and files, and generating statistics and reports.

Major Responsibilities:

  • Serve as front desk receptionist to greet clients, patients, visitors, etc. for the Counseling Center.
  • Answer the department phone and assess walk-in clients. Screen calls and walk-in clients to determine the appropriate action/service in accordance with departmental and University procedures.
  • Assure proper intake and handling of confidential student demographic and medical information and facilitate completion of appropriate paperwork.
  • Schedule and confirm all counseling appointments.
  • Perform general administrative duties such as copier/printer maintenance, run departmental-related errands, maintain office supply inventory, route incoming mail, plan department functions, attend departmental staff meetings, and facilitate intra-office communications.
  • Maintain confidential Counseling Center medical records. Purge all confidential health and counseling records in accordance with the University's record retention policies, departmental practices and state law.
  • Compile statistical data for use by the Director and aggregate data for use by Clark administration.
  • Coordinate scheduling and on-going psychiatric care of students with the off-campus psychiatrist.
  • Oversee office equipment and workspace for Counseling Center staff and psychiatrist. Secure rooms on-campus for outreach events, groups and meetings.
  • Manage website including posting publicity for events, adding information to already existing pages, and creating new pages for added information as necessary.
  • Compile and send electronic surveys when appropriate.
  • Process and track documents such as invoices, payments and requisitions. Track spending and maintain budget integrity.
  • Assist with special projects as needed.



A high school or associate's degree and at least two years of customer service focused on administrative support experience or the combination of education and experience that enable the performance of all aspects of this position.

Job related experience and skills:

  • Excellent oral, written and interpersonal communication skills.
  • Flexibility in handling the unexpected and ability to maintain personal composure to handle challenging situations and crises.
  • Organizational skills to manage a busy office environment.
  • Experience and comfort with personal computers and software applications, including MS Office.
  • Possess the applications of tact, diplomacy, sensitivity, and confidentiality, particularly with medical/health care information.

This is a Full-time position with excellent benefits, which include employee and family tuition benefits, 4 weeks' vacation, generous retirement plan, free use of campus fitness center and many more.

Clark University currently requires all employees and students to be vaccinated against COVID-19 no later than July 15. Exemptions will be made for medical or disability reasons or religious beliefs, and could be made, at the sole discretion of the University, for other well-documented reasons.

Additional Information:

Clark University embraces equal opportunity and affirmative action as core values: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.

Application Instructions:

To be considered for this position, you must submit your credentials online. Create a Clark University Careers Account by clicking on the APPLY NOW button below. You will be able to upload the following documents, which are required for consideration:

  • Resume
  • Cover letter

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Already have a Clark University Careers Account? Login to your account to add documents or update your account.

Review of applications will begin immediately and continue until the position is filled. Salary will be commensurate with skills and experience.


Working at Clark University

A relentless force for positive change

Founded in 1887, Clark University is a liberal arts-based research university committed to scholarship and inquiry that addresses social and human imperatives on a global basis. It is the place where Robert Goddard invented the modern rocket, where Sigmund Freud delivered his only lectures in the United States, and where current students stake their claim to the Clark motto, “Challenge Convention. Change Our World,” which is the rallying cry that inspires our community every day.

Located in the heart of New England — Worcester, Massachusetts — Clark University educates its approximately 2,200 undergraduate and 1,100 graduate students to be imaginative and contributing citizens of the world, and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort.

A university on the cutting edge of higher education

Clark is a world-class research university that is small by design, giving students the rare opportunity to contribute to pioneering research projects and to benefit from hands-on experience, close collaboration with peers, and the individual mentorship of faculty.

LEEP (Liberal Education and Effective Practice) is Clark’s pioneering model of higher education,  compelling students to thrive in authentic world and workplace settings, and preparing them for lives and careers of consequence. Clark is the only university to make the development of “capacities of effective practice” an explicit learning requirement for its undergraduates. Critical to success in today’s world, these capacities include imagination, self-directedness, resilience, and the ability to manage diversity and uncertainty. A Clark education reflects a belief in the enduring value of liberal education, as well as the University’s efforts to more deeply attune students’ learning experiences to the profound changes underway in our economy, our society, and our democracy.

The Clark graduate experience reflects the importance of “engaged scholarship” — an innovative educational approach that connects students to the people and organizations intimately familiar with (and working to address) the issues they are passionate about, and that places a premium on effecting measurable outcomes.

Committed to research that advance knowledge and impacts society

The Clark University faculty is composed of world-renowned researchers who foster a culture of excellence in the next generation. At Clark, faculty and students are given the freedom and flexibility to pursue projects that transcend traditional disciplinary boundaries.

The University’s focused areas of research excellence are backed by strong Ph.D. and master’s degree programs that engage graduate students from around the world in such areas as biology, chemistry, economics, geography, psychology, urban education, management, environmental science and policy, Holocaust and genocide studies, and international development and social change. Clark faculty, students, and staff continually develop new ways of thinking and acting that have a positive impact on the lives — and livelihoods — of people throughout the world.

Clark's research profile is enhanced by the presence of a variety of research institutes and centers that build on a foundation of interdisciplinary scholarship: the Mosakowski Institute for Public Enterprise, the George Perkins Marsh Institute, the Higgins School of Humanities, the Jacob Hiatt Center for Urban Education and the Strassler Family Center for Holocaust and Genocide Studies.

Redefining our place in the world by immersing our community in it

Clark has redefined what it means to be a university in today’s interconnected world, forging robust partnerships with universities, educators, researchers, and business and community leaders at home and abroad, enabling its faculty and students to conduct in-depth research, work collaboratively to take on global concerns, and make a tangible difference. This diverse community of educators, researchers, and scholars challenge and inspire each other with their perspectives, insights, and determination. They are creative thinkers eager to defy conventional wisdom, devise inventive solutions to complex problems, and roll up their sleeves to get things done.

Clark itself plays a critical role in the health and well-being of its urban community, known as Main South, through the University Park Partnership — a national model for neighborhood revitalization. Working in tandem with the city of Worcester, Clark has been a change agent in the areas of housing and physical rehabilitation, education, economic development and social and recreational opportunities for residents. The University Park Campus School, which Clark operates in collaboration with the Worcester Public Schools, boasts an estimable record of high achievement and was recognized by President Barack Obama for its record of academic success.

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