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Administrative Specialist III (CCS/AHS)

Illinois Wesleyan University
Bloomington, Illinois
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Job Details

This full-time, ten-month position coordinates the day to day operations of Counseling & Consultation Services (CCS) and Arnold Health Services (AHS). This person is the first contact for students calling to set up appointments or coming in for treatment. Responsible for the administrative infrastructure; organizing, maintaining and securing confidential information through chart management. Handles scheduling, greeting students, creating files for all students who present to either office, and facilitates the online intake process for both offices.  Generous benefits include health, retirement, considerable time off and tuition assistance.





  • Manage all initial contacts/file management.  This person is the first contact/face of CCS and AHS with students, parents, faculty, staff, etc. This includes scheduling all appointments, and fielding requests for consultations with clinicians. Reviews the Consent to Treat form and facilitates filling out the Release of Information forms to other providers/facilities. Create new student records for Arnold Health Services and compile immunization/vaccine information as received.


    Data management and analysis of Titanium (electronic record keeping system). Facilitate the intake process with students using electronic record keeping software.  Assist by producing weekly reports, perform software updates, administer surveys, and data analysis.


    Assist the Director of Counseling and Health Services with duties related to supervision of 2 departments, university and division-wide activities, and logistics for external speakers.


    Supervision of student workers; assigning jobs, tasks and completion dates, assisting students in navigating the use of other services (i.e. media center at Ames, 25Live for scheduling rooms, sending jobs to Printing Services, directing to DOS to have posters hung around campus, etc).


     Management of office support functions such as paying bills, ordering supplies, payroll reporting





  • Bachelor’s degree preferred; combination of education and experience may substitute 


    Minimum of 1 year relevant experience


Please download the application at  Review of applicant materials will begin immediately; position is open until filled.  Submit to:


Illinois Wesleyan University
Human Resources, Holmes 209
1312 N. Park Street
Bloomington, IL  61701
Email:  [email protected]
Fax:  309-556-1710


The final candidate will pass a pre-employment background investigation.   Per the Governor's August 26, 2021 Executive Order regarding COVID-19 vaccination, personnel in the higher education setting will need to either provide proof of vaccination, or apply for a medical/disability or religious exemption. All those not fully vaccinated will be required to participate in weekly COVID testing.


Illinois Wesleyan University does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must reside and be legally authorized to work in the United States at the time of hire.  Continued employment is conditioned upon maintaining work authorization throughout the employment term.


Illinois Wesleyan University is committed to recruiting, supporting, and fostering a diverse, inclusive, and civil community of outstanding faculty, staff, and students. We seek candidates who have a demonstrated commitment to supporting and further building our community in these dimensions. Illinois Wesleyan University is an EEO Employer.  Illinois Wesleyan University’s sexual misconduct policy may be accessed at  Illinois Wesleyan University is an equal opportunity employer committed to diversity and inclusive excellence; details at



Illinois Wesleyan, founded in 1850, is a private co-educational university with an enrollment of 1,850 and a student/faculty ratio of 11 to 1. The University consists of the College of Liberal Arts, with 17 academic departments; the College of Fine Arts, comprising professional Schools of Art, Music, and Theatre Arts; and the School of Nursing.illinois_wesleyan_university1.jpg

Illinois Wesleyan's faculty is composed of active scholars who are devoted to teaching undergraduates and to including them in their research. Illinois Wesleyan's 76-acre campus has undergone remarkable growth in the past decade and features such new facilities as the five-story Ames Library, the Center for Natural Science, and the Shirk Center for Athletics and Recreation.



Find Us
1312 Park St
Holmes Hall
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