An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
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.
PRIMARY RESPONSIBILITIES
Regular Office Responsibilities Maintain general office schedule and daily appointments/calendar for the center staff. Answer phones, prepare correspondence, manage files, and maintain staff appointments and communication with clients. Welcome and greet incoming students/employees/visitors. Preserve the confidentiality and privacy of information related to students and employees, as well as written, spoken, and electronic office communications. Maintain a cordial, cooperative working relationship with other university employees and work units. Develop a respectful, supportive relationship with students. Manage inventory of office supplies and materials, including supplies for Health Services. Pick up and distribute daily mail for staff members. Maintain appearance of the reception area and work room. 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 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. Collect and store data for evaluation of services and programs offered by the center. Assist in preparing 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 (only as applicable). Coordinate schedule for Wellness Week events (rooms for workshops, travel/expenses for speaker, etc.) Coordinate with vendors regarding participation in the Wellness Week Health Fair. Maintain the database for these vendors. In collaboration with Health Services Assist with preparation of files, student documents and implementation of orientation. 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 a work order in for parking and having work study students to put flyers out around campus. Promotion information should also be sent to Campus Life and Spiritual Life. Assist with Future Warrior Days. In collaboration with Counseling Services 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. 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. 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.
QUALIFICATIONS
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. Experience working in higher education is strongly preferred. Familiarity with office management techniques is essential along with excellent organizational skills and attention to detail. Must have excellent interpersonal and communication skills; excellent writing and editorial skills are required. Confidentiality, integrity and discretion are essential. 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. Familiarity 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
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. Physical/Environmental Requirements . Visual acuity is 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. Pre-employment Screening . Employment is contingent on the completion of a criminal background screening and credit check.
