Administrative Assistant

Job Locations US-NY-Valhalla
Requisition ID
2021-7600
Position Type
Full-Time
Schedule Shift
1
Hours Per Week
35
Travel
None
Category
Administrative/Office Support

Overview

Provide comprehensive administrative support to the Office of Student Mental Health and Wellness Department and general front-line interaction with students and faculty. 

Responsibilities

  • Provide administrative support to the Department of Student Mental Health and Wellness. Support daily functioning, ongoing programs, events and workshops. Answer phones and monitor Student Mental Health and Wellness Department email accounts, including sending announcements and workshop reminder emails. Communicate with external partners to facilitate student referrals in a timely manner. Support delivery of psychoeducational event, workshops, orientations and any other activities related to the department.
  • Responsible for all communication with students and faculty regarding events, meetings, and programs (reminders, marketing, etc.). Must ensure information communicated is accurate, up-to-date and publicized in a timely manner. Must be able to perform tasks daily without reminders and can communicate both in-person and in-writing in a professional manner.
  • Responsible for managing all aspects related to external referral process with outside partners. This includes updating and maintaining referral spreadsheet, tracking and monitoring of student referrals. Communication with external liaison and ongoing ownership of this process.
  • Provide administrative support for, creation and storage of confidential electronic and/or hard copy documents, which involve particular care to ensure the documents’ security. Make appointments and coordinate meetings as necessary using Outlook Calendar.
  • Responsible for running Wellness Class programs. Create schedules, book rooms, prepare zoom links, edit recordings, market to students, communicate with instructors, pay monthly invoices, track attendance, etc.
    • Prepare and distribute Mental Health Minute to all students and deans.
    • Monitor website to ensure content is accurate and up to date and accurate.
    • Student Wellness Committee – actively contribute to meetings, act as main point of contact, and assist students as requested.
    • Responsible for tracking and record keeping (department usage, event attendance, etc.).
  • Responsible for monitoring and posting on Student Mental Health and Wellness social media, including content in consultation with the Director.
  • Track needs of office (supplies, equipment, books) and place small orders. Must coordinate delivery of items and keep storage of items neat and organized.
  • Responsible for submitting work-orders to Facilities whenever necessary.
  • Coordinate logistics for conferences and travel including. Stay up to date with and abide by college guidelines with respect to all tasks.
  • Responsible for maintaining NYMC website, Google Drive, LEO and Canvas electronic resource repository, and updating resource at the direction of Student Mental Health and Wellness. Willingness and ability to learn how all electronic programs work/operate are a must.
  • Responsible for maintaining and updating the Student Mental Health and Wellness calendar. Provide reminders of events and meeting. Schedule monthly meetings with Deans.
  • Must remain aware of student exam schedule, class meeting, student Senate meeting, and overall NYMC and TCDM school schedules. Must develop and maintain knowledge of who to contact when information is needed, and in the event of an urgent matter.
  • FINANCES:
    • SMHW– responsible, in full, for all financial related tasks (budgeting (preparing and monitoring), purchasing/ordering, budget transfers, receiving items and invoices, cutting checks, etc.)
  • Act  as a liaison with virtual Telehealth partners to troubleshoot when required or directed by Student Mental Health and Wellness. Contact Telehealth liaison to troubleshoot and resolve any barriers to accessing care.
  • Responsible for processing student reimbursement, and providing, tracking and monitoring these funds in accordance with the department policy.
  • Assist with the development of department procedures and protocols as directed by the manager.
  • Coordinate logistics for all departmental programs and events. Tasks include but are not limited to booking rooms, ordering food, requesting AV/IT support, preparing, editing and reviewing slides, scheduling emails/announcements, processing payment invoices, etc.
  • Organize meetings as directed by Student Mental Health and Wellness (e.g., Team Meetings, Task Force meetings, etc.). Tasks include but are not limited to booking rooms, sending Outlook invites, tracking attendees, preparing materials, ordering food, taking and distributing minutes as requested, and other related tasks.
  • Assist with special projects as delegated, RSVP tracking, survey creation on Qualtrics and/or reminder emails, etc.
  • Assist in school-wide events as requested (Match Day, Honors Day, Commencement, etc.).
  • May be asked to assist in continuous quality improvement analyses to identify areas where programs can be improved.
  • Act as a point of contact and provide basic reception assistance for Student Mental Health and Wellness.
  • Maintain a clean and approachable office area, communicate in a clear and professional manner, and filter requests as needed.
  • Handle other tasks, as assigned by manager.

Qualifications

(A) Education requirement:

Bachelor’s degree preferred.  Associates Degree required.

 

(B) Licenses or certifications:

N/A.

 

(C) Technical/computer skills:

 Microsoft Office, Excel, and PowerPoint. Experience and comfort using social media.

 

(D) Prior experience:

2-3 years administrative secretarial experience, preferably in a college or university environment.

 

(E) Skills:

This position represents the department and is visible throughout the day.  Role requires a consistently positive and professional demeanor and adherence to a regular work schedule.  This position requires a professional individual with excellent administrative secretarial skills who is capable of handling highly confidential student information and multiple tasks in a fast-paced environment with attention to detail and accuracy.  Ability to communicate professionally is essential on a regular basis in interacting with students, staff, senior administration, faculty and deans.  Successful candidates will be self- directing, and motivated, possess excellent communication skills and work well in a team environment.

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