Staff Assistant

at  The University of Alabama in Huntsville

Job no: 501194
Department: AVP of Student Affairs
Work type: staff full-time non-exempt
Location: Alabama
Categories: Administrative - Clerical

MINIMUM REQUIREMENTS:

• High school education or equivalent
• 1-3 years of full-time secretarial or administrative work experience
• Must have accounting, budgeting skills and budgeting experience
• Must be proficient in Microsoft Office Suite, have strong computer-based knowledge
• Must have strong organizational skills for a fast-paced environment, and be customer service oriented
• Must have Social media experience
• Ability to work independently and efficiently
• Knowledgeable of mental health disorders/issues, with a strong sense
• Knowledge of confidentiality/HIPPA/FERPA
• Monitor and reconcile budget and account reconciliation, track expenditures, and spending
• Manage general office needs to include office supply inventory, process Epaf’s, P-card, procurement requests, submit travel authorizations, vouchers, and work order requests.
• Maintain confidentiality of records relating to clients’ treatment.
• Fill out and maintain client-related paperwork, including federal- and state-mandated forms, and route pertinent documents and correspondence for signature
• Maintain accurate and complete records and prepare clear and concise reports.
• Assist and help develop grant requests for the expansion of services in the Counseling Center
• Collection of survey data regarding feedback from clients and as required by Grant funding and accrediting agencies may be assigned to the Staff assistant as determined by the Director or the Assistant Director
• Maintain Counseling software and data in order to assist in troubleshooting and providing assistance are to be maintained by the Staff Assistant
• Perform other duties as assigned

DESIRED QUALIFICATIONS:

• Associates degree is preferred
• Knowledge and experience with graphic design websites (Canvas, Poster my Wall, etc…)is desired
• Prior experience in a medical/social services and college/school counseling office is strongly preferred.

The Staff Assistant primarily provides administrative support to the Counselors in the Counseling Center. This includes providing scheduling, maintaining computer and physical documents/files, and communication required for the effective and timely integration of the office in conjunction with other departments across campus, offering a high level of customer service to students and clients, and maintaining a productive and quality work environment. They will also be required to maintain billing process and assist with budgeting for the department.

Duties/Responsibilities

• Provides administrative support to the Counselors in the Counseling Center.
• Compose, edit, prepare letters and generate reports
• Scheduling, maintaining computer and physical documents/files, and communication required for the effective and timely integration of the office in conjunction with other departments across campus, offering a high level of customer service to students and clients, and maintaining a productive and quality work environment.
• Assists in the development and delivery of student outreach programs and updating outreach materials and resources.
• Track the number and nature of outreach programs for year-end reports. Develop and update material for the Counseling Center website.
• Assist with gathering and collecting data for assessment and accreditation efforts
• Develop and maintain content for social media content for the center.
• Serve as the first point of contact for off-campus resources and referral sources, as well as maintain a database of community partners
• Participate in special projects and campus events