N99532 Administrative Assistant HawkReach Counseling, Tahlequah
About The Position
This position provides administrative managerial support for assigned university operations at HawkReach Counseling in Tahlequah. The Administrative Assistant supports Counseling Services, the Student Advocate, and Disability Services through front-desk and telephone support, appointment scheduling, records administration, office operations, purchasing, communications, and event coordination. The role also supports office equipment and facilities needs, assists with budgets and onboarding, and directs student employees as assigned. The position requires knowledge of university policies and procedures, modern office practices, computers, and job-related software. Candidates must be able to read, write, and perform mathematical calculations at a level commonly associated with high school completion or equivalent, and have specialized training along with the experience described in the minimum qualifications. The position requires regular attendance. Annual salary is $28,188.00, with excellent benefits including generous leave time. The anticipated hire date is November 9, 2026.
Requirements
- Ability to read, write, and perform mathematical calculations at a level commonly associated with completion of high school or equivalent.
- Knowledge and competency commonly associated with specialized training in the field of work, in addition to basic skills typically associated with five or more years of experience or an Associate’s degree.
- Sufficient experience to understand basic principles relevant to the major duties, usually associated with completion of an apprenticeship or internship, or one to two years in a similar position.
- Knowledge of university policies and procedures.
- Knowledge of modern office practices and procedures.
- Knowledge of computers and job-related software programs.
- Skill in providing customer service.
- Skill in oral and written communication.
- Ability to maintain regular attendance.
- Applicants must be currently authorized to work in the United States on a full-time basis.
- Newly hired employees must provide an original Social Security card during the hiring process.
Responsibilities
- Greet students, clients, and visitors courteously and provide professional telephone support for Counseling Services, the Student Advocate, and Disability Services.
- Provide callers with information, take messages, and connect them with appropriate on-campus resources.
- Schedule, reschedule, cancel, and confirm client appointments; manage counseling staff calendars and send appointment reminders through scheduling software.
- Oversee medical records processes, including scanning and filing client information and releases in the EMR and timely processing of authorized records requests.
- Maintain documents and forms for written and EMR use, and organize office operations and procedures.
- Process purchase orders and purchase card statements.
- Attend meetings, record minutes, and prepare agendas and supporting documents.
- Make travel arrangements for assigned personnel.
- Research and prepare reports as requested.
- Conduct the Student Satisfaction Survey each semester by distributing questionnaires and compiling data.
- Serve as the primary liaison for practice-related repairs and maintenance of office equipment, and inform the Director of operational problems, especially unresolved mechanical problems lasting more than 24 hours after notification.
- Sort and distribute incoming and outgoing postal mail in a timely manner.
- Assist the Senior Disability Coordinator with proctoring and scheduling exams.
- Assist with onboarding new hires, interns, and practicum students.
- Assist in managing assigned budgets and help monitor office expenses against budget guidelines.
- Assist with writing and updating policies and procedures.
- Design and prepare marketing and promotional materials.
- Direct student employees' work as assigned.
- Maintain adequate office and administrative supplies, reorder supplies as needed, and purchase supplies for programming events and conferences.
- Maintain the website and social media accounts.
- Assist in coordinating conferences, programs, and special events.
- Maintain office conditions and arrange necessary repairs for air conditioning, doors, electrical systems, and departmental equipment.
- Negotiate with office vendors and service providers.
- Coordinate with the IT department regarding office equipment.
- Clearly communicate and continuously support NSU’s Mission, Vision, and Values.
- Attend meetings and training sessions required for Counseling Services’ daily functioning.
- Perform related duties.
Benefits
- Excellent benefits, including generous leave time.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
