Administrative Assistant, Counseling Programs

ROCKY MTN UNIVERSITY OF HEALTH•Provo, UT

6d•Hybrid

About The Position

The Administrative Assistant for the Department of Professional Counseling provides comprehensive administrative and operational support to the Department Chair, Program Director, faculty, and students. The position plays a critical role in coordinating departmental operations, maintaining student and program records, supporting accreditation and compliance requirements, assisting with budgeting and purchasing activities, and contributing to student recruitment, retention, and clinical education processes.

Requirements

Bachelor's degree from an accredited institution.
Previous administrative assistant or administrative support experience.
Understanding of and ability to maintain compliance with FERPA regulations.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills, including grammar and editing proficiency.
Proficiency with Microsoft Office Suite, particularly Microsoft Word and Excel.
Ability to maintain confidential records and sensitive information.
Strong attention to detail, time management, and problem-solving skills.
Ability to work independently while collaborating effectively with a diverse group of stakeholders.
Commitment to professionalism, customer service, and continuous improvement.
Ability to learn and adapt to new technologies and systems.

Nice To Haves

Prior experience in higher education, counseling, healthcare, or a related academic environment.
Experience coordinating complex administrative processes involving multiple stakeholders.
Experience with budget tracking, purchasing, and financial recordkeeping.
Advanced Microsoft Excel skills, including pivot tables and reporting functions.
Familiarity with accreditation processes, program compliance requirements, and academic administration.
Experience supporting student services, academic programs, or clinical education activities.
Demonstrated ability to improve workflows and administrative processes.

Responsibilities

Provide administrative support to department leadership, faculty, and students, including scheduling, document preparation, record maintenance, correspondence, and coordination of departmental activities.
Assist the Department Chair and Program Director with day-to-day management and operational functions of the department.
Maintain student, faculty, and program documentation to support compliance, accreditation, and institutional requirements.
Track departmental expenditures, process purchases, assist faculty with purchasing needs, and maintain budget documentation and records.
Coordinate and maintain records related to background checks, immunizations, HIPAA compliance, licensure documentation, and other program requirements.
Support student recruitment, admissions, retention, assessment, certification, and graduation-related processes.
Monitor and assist with tracking student certifications and clinical documentation requirements.
Coordinate the distribution and collection of clinical evaluation and practicum-related materials.
Schedule meetings, prepare materials, record meeting minutes, and support departmental committees and professional meetings.
Collaborate with other university offices, including the Registrar, Library, and academic support departments to facilitate student and program needs.
Perform general office administration, including filing, scanning, record management, data entry, and communication support.
Assist with planning and coordinating Counseling residency activities and events.
Support departmental initiatives and other university-related responsibilities as assigned.