Administrative Assistant II - Counseling & Psychological Services (CAPS)

Nevada System of Higher Education

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About The Position

The College of Southern Nevada (CSN) is seeking applications from well-qualified candidates for the Administrative Assistant II of the Counseling and Psychological Services position. This is a full-time, twelve-month, benefits-eligible position. The position reports directly to the Manager of Counseling and Psychological Services. The Administrative Assistant for Counseling and Psychological Services (CAPS) provides vital administrative support with a strong student centric focus. This position requires high-level customer service, multi-tasking skills, and a team-player mentality, along with a thorough understanding of CSN policies and procedures. The ideal candidate will demonstrate empathy, active listening, and accountability while performing general office tasks to support our students, faculty, and staff.. Under direct supervision, responsibilities include, but are not limited to:

Requirements

• Graduation from high school or equivalent education and two years of clerical and administrative support experience which included experience in one or more of the following areas: maintaining records and files; preparing a variety of materials using a personal computer or word processor; assisting customers in completing forms and applications; and/or performing secretarial duties in support of professional staff; OR one year of experience as an Administrative Assistant I in Nevada State service; OR an equivalent combination of education and experience as described above.

Nice To Haves

• Experience working with a diverse/multicultural student body and/or workforce.
• Experience maintaining Personnel Files.
• Experience processing and/or reviewing HR related transactions in an HRIS system such as Workday, PeopleSoft, Banner, ETC.
• 1 year of experience working with individuals with mental health concerns or a related field.
• 1 year of experience providing clerical and administrative support.
• Proven experience working with HIPAA, FERPA or similar federal, state, County, or local mandates.
• Previous experience with case management software and/or student information systems.

Responsibilities

• Support the CAPS Manager and staff.
• Consistently apply a student-first approach in all daily duties and interactions.
• Actively foster a culture of inclusiveness and belonging for diverse students and colleagues.
• Serve as the primary front desk/receptionist at the North Las Vegas campus, with flexibility to travel to other campuses as needed.
• Manage incoming calls, address caller needs, relay information, and respond to various inquiries.
• Efficiently distribute, explain, receive, review, and process CAPS intake paperwork.
• Determine initial eligibility, contact students for necessary information and clarification, explain program details, and answer questions.
• Meticulously maintain confidential student CAPS records.
• Strictly adhere to HIPAA and FERPA laws to ensure student privacy and data security.
• Monitor department email, respond to incoming messages promptly, and compose and send professional emails to students and other stakeholders.
• Schedule meetings, prepare comprehensive agendas and action items, take accurate meeting minutes, and distribute written summaries.
• Maintain complex databases and spreadsheets with precision and accuracy.
• Manage and inventory office supplies and equipment to ensure smooth operations.
• Prepare and type required documents, and coordinate interview schedules.
• Independently organize and coordinate a diverse workload, prioritizing tasks effectively to meet deadlines amidst shifting priorities.
• Provide essential assistance to the CAPS team as needed, completing tasks and special projects as requested.
• Utilize empathy, active listening, and de-escalation skills when working with students in distress.
• Follow established protocols for notifying supervisors and clinicians during student crisis situations.
• Performs departmental purchasing functions, including processing and reconciling P-Card transactions, preparing requisitions, maintaining purchasing documentation, and ensuring compliance with NSHE and CSN policies and procedures.
• Provides functional supervision and training to assigned student employees, including task delegation, scheduling, and workflow coordination.
• Perform other related duties as assigned.

Benefits

• The College of Southern Nevada offers a generous benefit package, including an excellent 19.25% PERS retirement plan (a defined benefit plan), vacation & sick leave benefits, 12 paid holidays, educational benefits, and health insurance plans that can be added with flexible spending accounts or health savings accounts.
• Supplemental options (long term care, short term disability, and legal).
• Tuition discounts at the Nevada System of Higher Education (NSHE) institutions.
• As well as tuition discounts for spouses, domestic partners, and dependents.
• Perks encompassing on campus employee discounts, professional and personal development opportunities; and statewide employee purchase programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees