Administrative Assistant for Counseling and Student Engagement

Position Description:

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.

 

Major Responsibilities:

1. 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.
2. Provide office management including maintaining budgets, processing requisitions and other financial paperwork, keeping files up to date, attending to office operations, etc.
3. Assist students, staff, faculty, and parents with the referral and orientation of the services offered by the Counseling Center.
4. Assist clients through appropriate intake process(es), including scheduling, necessary paperwork & signed documents, and follow-up communications.
5. Assist in the coordination and management of client information in a secure electronic medical records software.
6. Assist with projects, programs, and services as assigned by the Director of the Counseling Center.

Office of Student Engagement & Experiences
1. 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.
2. 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.
3. 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.
4. 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.

Required Knowledge and Skills:

** High School Diploma; 2-4 year College Degree Preferred
• 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 

Other Qualifications:

 N/A

All offers of employment with Valparaiso University are contingent upon the clear results of a thorough background check. Background checks may include criminal history, motor vehicle reports, prior employment verification, and personal/professional references. If applicable to the position, they will also include credit history. Background checks will be conducted on all final candidates for employment.

 

To be considered for this position, you must upload:

Cover letter

Resume

List of 3 professional references

Answer all application questions

 

Please address the cover letter to:

 

Valparaiso University

Valparaiso, Indiana

 

Required Skills


Required Experience