Administrative Assistant, Counseling and Wellness Center

Santa Fe College•Gainesville, FL

About The Position

The application deadline for this position is 11:59pm EST on January 6, 2026. The Counseling and Wellness Center at Santa Fe College (SF) offers short-term, targeted mental health counseling, crisis intervention, and referrals to community resources. The Center also conducts workshops, training sessions, presentations, and outreach activities for students, faculty, and staff. The Administrative Assistant for Counseling and Wellness Center provides direct administrative support and assists with the general coordination of day-to-day office operations including providing customer service, maintaining schedules, coordinating meetings, general bookkeeping, and other administrative support tasks. This position may supervise the work of others. Additionally, the Administrative Assistant provides calm, professional front-desk support to students who arrive in emotional or psychological distress by ensuring they are promptly connected with appropriate counseling staff, managing handoffs from faculty or staff escorts, and directing students to private or calming spaces when needed while they await assistance.

Requirements

An associate’s degree with two (2) years of related work experience or a combination of completed education and/or related work experience equal to four (4) years.
A criminal background check will be conducted.
Ability to work successfully in a multi-cultural environment.
Adaptability to Change – able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment.
Communication – able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job.
Critical Thinking & Judgement - able to make well-reasoned, sensible, and timely decisions based on careful, objective review and informed analysis of available information, considerations, and other factors.
Customer Service – ability to respond promptly and courteously to all questions from students and faculty, demonstrating patience and persistence when helping students with little or no computer skills.
Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.
Organization & Time Management – able to plan, schedule, and organize tasks related to the job to achieve goals within or ahead of established time frames.
Problem Solving – proven skills in identifying issues, determining their cause, developing creative solutions, and following through with implementing resolutions.
Relationship Management – able to personally provide high level of interactive service to others, building relationships and addressing identified needs.
Results Orientation – proven ability to set and exceed established targets.
Systems & Software - proficient level of knowledge of Microsoft Office and/or relevant position software programs.
Detail Oriented - Proven accuracy and attention to detail.
Multi-task - Ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.

Nice To Haves

Experience working in a medical or mental health setting.

Responsibilities

Greets visitors, answers phones, responds to inquiries, and resolves issues based on established college policies, making appropriate referrals as needed.
Provides calm, professional front-desk support to students experiencing emotional or psychological distress by ensuring they are promptly connected to a Counseling Specialist.
Assists in the resolution of student, employee and/or other issues based on pre-determined college policies or department practices in a calm and professional manner.
Monitors and enhances the Counseling and Wellness Center’s waiting area environment to ensure safety, confidentiality, and professionalism, and implements proper crisis management strategies when necessary.
Performs a wide variety of administrative tasks including data entry and the drafting, editing, and revision of letters, reports, and other materials; maintains accurate databases and records.
Organizes and facilitates meetings, special events, and wellness initiatives; schedules and coordinates dates and times, venues, attendance, agendas, contracts, hospitality, staffing, and facility arrangements.
Performs various duties related to maintaining one or more individual schedules and coordinates travel arrangements when appropriate.
May manage payroll functions including delegated approval and audit of timesheet entries for staff and student employees.
Performs basic, routine bookkeeping functions related to the department budget including tracking purchases and expenditures and may assist in the budget development process.
Facilitates, monitors, and/or oversees department purchasing, inventory and requisitioning of supplies and equipment.
Works with the Director to prepare special reports, summaries, or replies to inquiries by compiling data and statistics from various departmental resources.
May assist in the development or upkeep of the department webpage including social media and web presence.
Maintains flyers, brochures, and other general information documents about the Counseling and Wellness center.
Assists with training new employees, including student employees and interns, on department and college policies and procedures.
May supervise and oversee the activities of student employees.
Complies with all published College Rules, procedures, guidelines, and laws/regulations governing public employees, including but not limited to those related to document retention and destruction, FERPA, and confidentiality.
Strictly honors the privacy, security, and confidentiality of student records and other sensitive information according to appropriate state, federal, and college regulations, policies, and procedures.
Provides service excellence through courteous, informed, accessible, and professional engagement.
Performs other duties as assigned.