Administrative Assistant for Counseling and Student Engagement

Valparaiso University•Valparaiso, IN

1d•Onsite

About The Position

The Administrative Assistant for Counseling and Student Engagement provides confidential, student-centered administrative, operational, and fiscal support to the Counseling Center and Office of Student Engagement. The position serves as a primary point of contact for students, parents, faculty, staff, and campus partners; supports efficient daily operations; and assists with scheduling, communication, records management, purchasing, events, and departmental projects.

Requirements

High School Diploma
Experience working at a College/University and/or with college age students
Strong organizational skills with attention to detail
Knowledge of and/or the aptitude to learn and use all software tools at the University
Knowledge of and/or ability to learn financial processes
Excellent interpersonal communication skills
Ability to work under limited supervision and to interact with all levels of students, staff, and faculty at the University
Ability to prioritize multiple projects at the same time
Willingness to work at a university committed to Christian higher education in the Lutheran tradition

Nice To Haves

2-4 year College Degree

Responsibilities

Provide administrative support to the staff within the Counseling Center, to include assistance with preparing reports and presentations, filing, answering phones, travel, scheduling, office supply management, and event and program needs.
Provide office management including maintaining budgets, processing requisitions and other financial paperwork, keeping files up to date, attending to office operations, etc.
Assist students, staff, faculty, and parents with the referral and orientation of the services offered by the Counseling Center.
Assist clients through appropriate intake process(es), including scheduling, necessary paperwork & signed documents, and follow-up communications.
Assist in the coordination and management of client information in a secure electronic medical records software.
Assist with projects, programs, and services as assigned by the Director of the Counseling Center.
Assist with the coordination and logistical support of student engagement initiatives, including new student orientation, fraternity and sorority experience, multicultural student engagement, student organizations, philanthropy and service experiences, and campus events by providing operational support to the Student Engagement staff.
Process departmental purchasing and procurement activities, including purchase requisitions, invoices, contracts, reimbursements, procurement card reconciliation, and vendor communications in accordance with university policies and procedures.
Provide fiscal and budgetary administrative support by tracking departmental expenditures, maintaining financial records, reconciling accounts, monitoring budgets, preparing reports, and assisting with budget planning and year-end financial processes.
Complete special projects and perform other duties as assigned by the Assistant Dean of Students for Student Engagement to support the mission, goals, and strategic initiatives of the department.