Admin Asst for Counseling & Health Services
Job type
Full TimeLocation
Main CampusDepartment
Counseling CenterSalary
$0.00 per year

Admin Asst for Counseling & Health Services

Accepting applications

About this position

OVERALL DESCRIPTION

The Administrative Assistant reports to the Director of Health Services and assigned professional staff with general responsibility to manage office support for the personnel assigned to the University Counseling and Health Center. The position requires proficiency in office computer systems and management with ability to maintain strict confidentiality of information related to clients and staff. Receives appropriate training and/or certification to serve as a front-line responder regarding mental or health emergencies. This is a non-exempt, full-time, benefits-eligible, salaried position working an 11-month work schedule, July 1-May 31. The position is campus-based and located at Southern Wesleyan University's campus in Central, SC. This position is immediately available.

PRIMARY RESPONSIBILITIES

Regular Office Responsibilities

1. Maintain general office schedule and daily appointments/calendar for the center staff.
2. Answer phones, prepare correspondence, manage files, and maintain staff appointments and communication with clients.
3. Welcome and greet incoming students/employees/visitors.
4. Preserve the confidentiality and privacy of information related to students and employees, as well as written, spoken, and electronic office communications.
5. Maintain a cordial, cooperative working relationship with other university employees and work units. Develop a respectful, supportive relationship with students.
6. Manage inventory of office supplies and materials, including supplies for Health Services.
7. Pick up and distribute daily mail for staff members.
8. Maintain appearance of the reception area and work room.
9. Communicate needed repairs or facility problems to maintenance and custodial.

Recruits, hires, trains, schedules, and supervises student workers to cover counseling and health front desk needs. Oversee the students as they perform daily tasks.

Counseling and Health Services Responsibilities

1. Maintain website and update when needed. Utilize student information databases, Jenzabar and mySWU to produce reports and group data for use in the office as requested.
2. Collect and store data for evaluation of services and programs offered by the center. Prepare annual assessment reports in coordination with staff members.

Coordinate campus information, announcements, calendars, schedules, and special event information on behalf of the center staff. Add relevant events to staff calendars.

Assist with Wellness Week activities each year.

1. Coordinate schedule for Wellness Week events (rooms for workshops, travel/expenses for speaker, etc.)
2. Coordinate with vendors regarding participation in the Wellness Week Health Fair. Maintain the database for these vendors.

In collaboration with Health Services

1. Assist with preparation of files, student documents and implementation of orientation.
2. Coordinate the nurse practitioner’s schedule.
3. communicate with students when the nurse practitioner is on campus.
4. Schedule appointments.
5. Pull files for the students being seen.
6. Coordinate any referrals needs for NP.

Managing student files i.e., graduates (10 years old or older) that need to be shredded. Adding and removing files of students each semester.

Communicating to professors when a student has a medical excuse and needs to miss class.

Coordinating with The Blood Connection for the Blood Drive that we have on campus every 8 weeks during each semester. This includes putting in a work order in for parking and having work study students to put flyers out around campus. Also, sending advertisements to Campus Activities and Chapel.

Assist with Future Warrior Days.

In collaboration with Counseling Services

1. Assist with logistics for the peer support program including, but not limited to the following tasks: coordinate with marketing for promotional materials, manage communications with students/employees about the program, assist the team as needed with scheduling meetings/locations/trainings, and track/compile data for engagement in the program.
2. Develop and distribute communications to promote wellness initiatives through various means like emails, SWU News, chapel slides, social media, bulletin boards, etc. – coordinating with marketing and student workers as needed.
3. Manage files/documents associated with Counseling Services i.e., counseling paperwork, ESAs/SAs, peer support and intern files. Removing old files (10 years old or older) that need to be shredded and adding in new student files each semester.

About our ideal candidate

QUALIFICATIONS

1. An associate’s degree is required; a bachelor’s degree is preferred. At least three years of previous work in an office environment, or an equivalent combination of education and experience.
2. Experience working in higher education is strongly preferred.
3. Familiarity with office management techniques is essential along with excellent organizational skills and attention to detail.
4. Must have excellent interpersonal and communication skills; excellent writing and editorial skills are required.
5. Confidentiality, integrity and discretion are essential.
6. The ability to work with minimal supervision or instruction, the willingness to work in a team environment, and a commitment to customer service are essential.
7. SWU is committed to maximizing the use of technology in its daily operations and in achieving its strategic goals; the ideal candidate will be familiar with integrated database and statistical management systems, including reporting, and have a high comfort level with web-based, mobile and PC applications, including but not limited to, the use of Microsoft Office (Outlook, Word, Excel, PowerPoint).

OTHER REQUIREMENTS

1. Mission and Lifestyle Expectations. The university is a Christian liberal arts institution in the Wesleyan-Holiness theological tradition. In light of SWU’s unapologetically Christ-centered mission, all employees are expected to embrace the university’s Statement of Faith, respect its Wesleyan heritage, and adhere to its lifestyle expectations.
2. Physical/Environmental Requirements. Visual acuity necessary to do editorial work, proof documents, and manage files. Requires ability to sit for periods of time in an interior office environment. May require infrequent lifting of objects up to 10 pounds, and occasionally items up to 20 pounds. Requires limited travel or work outside of the regular work schedule.
3. Pre-employment Screening. Employment is contingent on the completion of a criminal background screening and credit check.

BEFORE YOU APPLY

Applicants should be prepared to provide a brief written personal Christian testimony. In addition, please be prepared to provide the following digital documents:

• Cover letter
• Curriculum vita or resume
• References

About us Equal Employment Opportunity Statement

It is the policy of Southern Wesleyan University to provide and maintain equal employment opportunities to qualified individuals regardless of race, color, national origin, sex, pregnancy, childbirth or related medical conditions (including but not limited to lactation), disability, genetic information, veteran-status, age, or any other classification protected by state, federal, or local law, unless a bona fide occupational qualification applies. The University reserves its right to operate as a church-related institution and to develop policies consistent with the religious tenets of its sponsoring denomination, The Wesleyan Church, and is permitted and reserves the right to prefer employees on the basis of religion (Title VII, Section 702-703, United States Civil Rights Act of 1964, as amended).

University Mission

Southern Wesleyan University is a Christ-centered, student-focused learning community devoted to transforming lives by challenging students to be dedicated scholars and servant-leaders who impact the world for Christ. In addition to specific academic requirements, SWU provides quality undergraduate and graduate programs in a distinctively Christian environment that fosters the integration of faith, learning, and living. Candidates for employment must support the Christian mission of the university and give evidence of successful professional experience, mature faith, and consistent Christian lifestyle.

To view the university's profile, visit About SWU. To learn more about The Wesleyan Church--it's history, beliefs, and position on current issues--visit wesleyan.org/about. Applicants for employment are encouraged to view the following links providing additional information about how our campus community lives out these beliefs and practices.

Statement of Purpose

Doctrinal Statement

Community Expectations

University Core Values

Christ Centered: Purpose, Scholarship, Community, Transformation

• Purpose: A specific calling for a unique role in our world.
• Scholarship: Academic excellence in an innovative faith-centered environment.
• Community: Belonging to a connected and compassionate body of learners.
• Transformation: Christ’s redemptive work in individual and corporate life.

We believe that every individual has a God given purpose, brought to fruition by the sanctifying power of the Holy Spirit and the challenge of scholarship. As we participate in a consecrated community of learners we are continuously transformed into the image of Christ both individually and corporately.