Administrative Assistant III

University of Wisconsin Stout•River Falls, WI

1d•Onsite

About The Position

The Administrative Assistant III provides independent administrative support for Counseling Services, a high-demand student service department providing mental health counseling, crisis response, outreach, prevention programming, wellness initiatives, consultation, and campus education. A primary responsibility of this position is coordinating the daily operations of the Counseling Services front desk, including oversight, training, scheduling, and support of student front desk employees who serve as the first point of contact for students seeking mental health services. The position ensures that students receive timely, professional, and confidential assistance while supporting efficient department operations. In addition to front desk coordination, this position provides administrative support for student access processes, departmental operations, purchasing, budget activities, reporting, assessment, and program initiatives. The position requires independent judgment, discretion with confidential information, knowledge of university procedures, and the ability to manage multiple priorities in a clinical student service environment.

Requirements

High school diploma or equivalent required.
Strong interpersonal, oral, and written communication skills.
Proven ability to organize, lead, and coordinate tasks or teams effectively.

Nice To Haves

Experience in a college/university counseling center or with young adult populations
Experience working with individuals from diverse backgrounds, including differences in race, ethnicity, sexual orientation, gender identity, ability, and socioeconomic status.
Experience supporting individuals in emotional distress or crisis situations.
Ability to be highly flexible and modify work to meet the changing needs of a day on in the office
Ability to collaborate effectively with other staff and positively contribute to a client care team
Experience with electronic mental health record keeping systems
Experience supporting student workers, including responsibilities related to scheduling, supervision, and hiring processes.

Responsibilities

Schedules logistics and secures resources for meetings.
Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication platforms.
Prepares and edits documents and reviews work done by others
Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
Main point person for hiring and training of front desk student staff.
Sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures under general supervision
Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
Maintains established methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures
Serves as a first point of contact for individuals and groups, provides basic organizational information via phone, in person and through other communication mediums, and routes more complex inquiries to the appropriate entities
Collects, analyzes, and prepares various communication materials from established sources utilizing technology mediums