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Administrative Assistant - Counseling Services

Embry-Riddle Aeronautical University
Prescott, Arizona, United States
Salary Not Specified
Date posted
May 21, 2024
Job Description

The Opportunity:

Embry-Riddle Aeronautical University's Prescott, Arizona campus is looking to hire an Administrative Assistant to support the University's Counseling Center. Embry-Riddle's Prescott Campus is respected worldwide for cutting-edge instruction and training for tomorrow's aviation, aerospace, security and intelligence leaders. Prescott is a mile-high city, and its climate reflects seasonable weather excellent for flying. Daytime averages are 80°F in the summer and 45°F in the winter. At 5,000 ft. above sea level, it boasts a mild climate, clean air, pristine wilderness areas, and nearby national forests. The university is a small, private, residential university in the mountains of Arizona with approximately 3,500 students. Staff/faculty/student interaction is highly valued and is a central theme of our campus. It is located 100 miles north of Phoenix and 120 miles south of the Grand Canyon.

The Administrative Assistant coordinates the daily functions of the Counseling Center's front line, customer service operations, provides administrative and project support to seven professional staff, manages the client appointment scheduling and demographic record keeping system, reconciles charges to the operating budget and maintains inventory of all department print resources.

Job Duties:
  • Provide a professional, welcoming environment in the role of receptionist and as the first contact with the department.
  • Receive and screen phone calls and visitors.
  • Identify and responds to distressed students in a calm and professional manner while assessing the urgency of their needs.
  • Protect the confidentiality of student-clients; do not disclose names, appointments, etc. to anyone outside of the department staff.
  • Maintain knowledge regarding department policies and procedures, broad knowledge of campus resources to ensure accurate responses to inquiries and making referrals.
  • Process incoming and outgoing mail and campus correspondence. Open correspondence route to appropriate personnel.
  • Make daily "reminder" texts to each client scheduled for the next business day.
  • Provide supportive services to four professional staff. Schedule student appointments, meetings, and other time commitments, as appropriate. Assist staff with printing, purchasing, and producing materials for events.
  • Reconcile charges to operating budget accounts and credit card bills. Prepare and track purchase requisitions, travel expense reports, through Workday and prepare monthly report for the director.
  • Create new client files and update existing client files each semester.
  • Manage the client satisfaction survey system. Send emails, with appropriate survey links, to each client.
  • Maintain adequate levels of office supplies, assessment, forms, brochures, handouts, etc.
  • Other duties as assigned.
About Embry-Riddle Aeronautical University:

At Embry-Riddle, we take pride in our position as the world's largest and most comprehensive university dedicated to aviation and aerospace. Located in Daytona Beach, Florida, and Prescott, Arizona, our esteemed residential campuses offer a prestigious educational experience. However, our commitment to education knows no borders as our Worldwide campus expands our reach globally, providing a world-class education online and at approximately 110 locations across the United States, Asia, Europe, and Central and South America. This breadth of reach ensures that students can access our exceptional programs without geographical limitations.

With a history spanning nearly a century, we have continually adapted to the dynamic needs of the industries we support. In the Academic Year 2022-23, we welcomed over 11,100 students to our residential campuses and over 19,000 students at our worldwide campus.

Join our global community and embark on a journey of academic excellence and limitless possibilities. Employees working more than 30 hours a week can enjoy medical, dental and vision benefits, an amazing retirement plan with immediate vesting that includes a 6% gift and up to 4% match, free tuition for employees and their immediate family members, and a generous personal leave program. To find out more about our benefits and why ERAU has been named a “Great College to Work For” for 13 consecutive years, visit our careers page .

Embry-Riddle is an equal opportunity employer and does not discriminate on the basis of race, religion, gender, age, national origin, disability, veteran status, sexual orientation or gender identity. Embry-Riddle is committed to diversity, equity and inclusion. We continually strive to recognize, respect, and celebrate differences and cultural identities among individuals as we recruit, support, and embrace our diverse community. We work to provide a safe and inclusive environment and to create a climate free of discrimination where cultural competency is fostered through leadership, integrity, care, and respect.

  • Read and comprehend instructions, write information, and complete simple forms.
  • High school (or GED) level ability in spelling, grammar, basic composition, and math.
  • Minimum of three to five years' work-related experience.
Required skills, knowledge, and abilities:
  • Familiarity with mental health issues
  • Ability to handle multiple tasks simultaneously
  • Ability to work with sensitive/confidential information
  • Knowledge/skills with Microsoft operating systems, Discoverer, Excel, PowerPoint, Word, Outlook/email, Publisher, and general Internet search.

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