DEFINITION:
 
The principal purpose of this position is to provide administrative support to Counseling Services for the efficient operation of the division. This position may perform a variety of complex and confidential administrative duties and will interact with faculty, staff, students, and the public.

SUPERVISION RECEIVED AND EXERCISED:

• Receives direct supervision from the Director of Counseling
• Receives indirect supervision from Dean of Student Support Services
• Does not exercise supervision, but may provide work direction or advice to other team members (i.e. part-time, work-study, ambassador etc.)

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS:
Essential and other important responsibilities and duties may include, but are not limited to, the following:
 
Essential Functions:

• Act as a receptionist and assist with student check-in and rotation in the office to meet with a counselor; answer phone; convey telephone messages; respond to requests and inquiries from students, faculty and staff, provide routine information and give directions; and delivery quality customer service.
• Provide administrative support to the Director of Counseling.
• Provide administrative support to four counselors.
• Provide support for students who may be experiencing academic support or personal concerns.
• Assist the Director of Counseling with coordinating the resources and scheduling student appointments as it relates to the collaboration with Coastal Horizons and the assigned therapist.
• Monitor the student check-in system on the Wilmington campus (maintain records of student visits, etc.)  
• Coordinates with North Campus Student Services Specialist to check-in students and maintain records of student visits, etc. 
• Distribute contents of general counseling and withdrawal inboxes to assigned counselor.
• Access and understand student records in Colleague (i.e. print class schedules; print program evaluations; etc.) and share with students.
• Assist Counselors with event planning (i.e. workshops, community symposium and various outreach activities, etc.)
• Assist Department Chairs and faculty when dealing with students that have academic and personal concerns.
• Participate in the processing of mail; receive, sort and distribute incoming and outgoing correspondence for all of Student Services.
• Participate in the enforcement of FERPA (Family Educational Rights and Privacy Act)
• Type or word process a variety of regular and confidential documents including general correspondence, agendas, reports, memos, prepare documents and distribute information.
• Be familiar with the various processes of the office to assist Counselors or students (i.e. withdrawal process, drop/add, emergency assistance referrals, etc.)
• Be familiar with the various departments within Student Services in order to make appropriate referrals. 
• Be familiar with various software used in day to day operation to assist Counselors and Students: Google suite including e-mail, Colleague, Watermark, Etrieve, etc.
• Responsible for safekeeping and logging Emergency Assistance Information.
• Assist with other daily functions of the division including but not limited to:
  1. Maintain and record minutes for division and program meetings
  2. Maintain/update all information posted on shared drive
  3. Pull reports and data from scheduling systems
  4. Create spreadsheets, surveys, and other documents  
  5. Maintain Counseling Office Wellness display board
• Serve on committees and provide administrative support when necessary.
• Engage in professional development through continuing education and development for growth and improvement of office processes.
• Assume and perform other administrative duties and responsibilities as assigned.

Other Important Functions:

• Assist with divisional travel approvals, arrangements, and reimbursement processes. 
• Assist with student registration processes as necessary.
• Support Director of Counseling as assigned including organizing meetings and recording/distributing minutes.

Qualifications

QUALIFICATIONS:
 
Knowledge of:

• Microsoft Office Suite software (Word, Excel, PowerPoint, and Access)
• Principles and procedures of record keeping
• Basic principles of business letter writing and report preparation
• Knowledge of appropriate phone etiquette and customer service
• English usage, spelling, grammar and punctuation
• Basic word processing methods, techniques and programs
• Basic mathematical principles

 
Ability to:

• Interpret and apply the policies and procedures of the function to which assigned
• Perform general office activities including the maintenance of appropriate files and compiling information for reports
• Type and word process at a speed necessary for successful job performance
• Respond to routine inquiries and requests for information
• Work independently in the absence of supervision

• Establish and maintain cooperative working relationships with those contacted in the course of work
• Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations
• Draw solutions from both formal training and experience

• Maintain effective audio-visual discrimination and perception needed for:
  1. Making observations
  2. Reading and writing
  3. Communicating with others
  4. Operating assigned equipment
  5. Handling varied tasks simultaneously
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. Standing or sitting for extended periods of time
  2. Operating assigned equipment
  3. Handling varied tasks simultaneously 
  4. Bending, stooping, climbing, or lifting up to 25 pounds
• Maintain mental capacity, which allows the capability of:
  1. Making sound decisions
  2. Responding to questions
  3. Demonstrating intellectual capabilities

 
EXPERIENCE AND TRAINING GUIDELINES:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:
 
Minimum Education/Training:

• High School diploma 

Minimum Experience:

• 1-2+ years of experience in an administrative/clerical capacity involving public contact with responsibilities requiring tact and confidentiality. 
• Advanced computer skills with knowledge of all Microsoft Office Programs, Web-based environments and ERP software (i.e. Ellucian/Colleague)

 
Preferred Education/Training, Experience, Skills:

• Associates Degree or higher with a combination of equivalent experience. Prefer 2-3+ years related experience in an administrative/clerical capacity.

Supplemental Information

Special Instructions to Applicants:
 

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If highest level of education is High School diploma or equivalent, proof of completion is required.

• Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States.  

• To claim veterans’ preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, to Human Resources during the application process. Human Resources will verify eligibility.