The Administrative Specialist Senior provides advanced administrative, office coordination, and program support for the Counseling and Behavioral Science (CBS) Division, with primary responsibility for supporting Counseling Services and ensuring efficient daily operations. This position manages front-office workflows, student-facing communication, appointment scheduling, records, correspondence, division documentation, purchasing, budget tracking, supply coordination, and office management. The position also provides administrative support for division-wide priorities, including faculty and adjunct support, meeting coordination, course and program support, and continuity of the First Year Experience course. This role is essential to maintaining an organized, responsive, and student-centered office environment that supports students, faculty, staff, and division leadership.
Additional Information
Administrative Office Coordination
Ability to organize, coordinate, and complete advanced administrative office support tasks, including scheduling, records, correspondence, documentation, reports, calendars, and daily office operations.
Student-Centered Customer Service
Ability to provide professional, welcoming, responsive, and respectful service to students, employees, faculty, adjunct faculty, community members, and other visitors.
Confidentiality and Professional Judgment
Ability to handle sensitive student, employee, counseling, division, and operational information with discretion, accuracy, and appropriate confidentiality.
Organization, Accuracy, and Attention to Detail
Ability to maintain accurate records, track tasks and deadlines, follow procedures, organize information, and complete work with strong attention to detail.
Technology and Systems Use
Ability to use modern office technology, software applications, calendars, spreadsheets, databases, student information systems, financial systems, and communication tools to support efficient office operations.
Communication and Interpersonal Skills
Ability to communicate clearly and professionally in person, by phone, by email, and in written materials with students, faculty, staff, leadership, vendors, and external partners.
Project, Program, and Course Support
Ability to assist with division projects, meetings, events, trainings, course support, First Year Experience continuity, faculty support, adjunct communication, and program coordination.
Prioritization and Problem Solving
Ability to manage competing priorities, respond to urgent needs, resolve routine issues, refer complex concerns appropriately, and maintain workflow in a busy student-facing office.
Equity, Inclusion, and Trauma-Informed Service
Ability to support a welcoming, inclusive, culturally responsive, and trauma-informed office environment for students and employees from diverse backgrounds, identities, and experiences.
Essential Functions
30% - Counseling Services Administrative and Front-Office Support
Coordinates and performs daily administrative operations for Counseling Services, including front-desk coverage, student-facing communication, appointment scheduling, counselor calendar support, student intake processes, referrals to appropriate resources, and response to general inquiries. Supports a welcoming, professional, trauma-informed, and student-centered office environment for students, employees, and community members, including individuals who may be experiencing distress or urgent concerns.
20% - Division Administrative Coordination, Records, and Communication
Prepares, maintains, organizes, and updates division records, reports, files, correspondence, forms, meeting materials, and internal communication. Coordinates division calendars, schedules meetings, prepares agendas and minutes, tracks follow-up items, maintains documentation systems, and ensures records are organized according to established standards, procedures, and confidentiality expectations.
15% - Budget, Purchasing, Supplies, and Office Management
Monitors and tracks division budgets, expenses, purchases, requisitions, invoices, office supplies, equipment needs, and vendor communication. Coordinates purchasing processes, obtains quotes, reconciles documentation, maintains supply inventory, and supports the overall organization, continuity, and efficiency of the Counseling and Behavioral Science Division office.
15% - Instructional, Course, and Faculty Support
Provides administrative support for Counseling and Behavioral Science instructional operations, including course schedule support, room reservations, textbook and material coordination, adjunct communication, faculty onboarding support, class-related documentation, and continuity of the First Year Experience course. Assists with communication and coordination related to faculty, adjunct faculty, students, and division instructional needs.
10% - Program, Project, Event, and Division Initiative Support
Assists with planning, coordinating, documenting, and implementing division projects, student success initiatives, workshops, awareness events, trainings, meetings, and other Counseling and Behavioral Science activities. Tracks timelines, gathers information, supports project communication, and helps ensure division initiatives are completed effectively and on schedule.
5% - Student Worker Support and Office Workflow Coordination
Assists with hiring, onboarding, training, scheduling, and coordinating the work of student workers or front-office support staff, as assigned. Provides guidance on office procedures, customer service expectations, confidentiality, communication practices, and daily workflow priorities.
5% - Other Duties as Assigned
Performs other duties as assigned that support the mission, operations, and needs of the Counseling and Behavioral Science Division.