Carson-Newman University is a Christian, liberal arts-based University built upon the Lordship of Jesus Christ as evidenced historically and revealed in the Scriptures.
Job Title: Administrative Assistant, Graduate Counseling
Department: Graduate Studies in Counseling
Reports To: Chair of the Counseling Department
Location: On-site
FLSA Status: Non-Exempt
Time Requirements: 20-30 hours per week, Monday-Thursday
Supervisory Responsibilities: Counseling Department Graduate Assistants
Summary Description: The Administrative Assistant for the Graduate Studies in Counseling department serves as departmental support and a point-of-contact for faculty, students, and alumni within the counseling department.
Essential Functions:
- As an intentionally Christian academic community, Christian employees are hired to advance the mission of Carson-Newman as expressed in our strategic plan, Acorns to Oaks.
- Respond to incoming calls/emails, returning calls/emails, and forwarding messages in a timely manner
- Process incoming and outgoing mail
- Maintain all departmental office equipment, supplies, and classroom technology
- Assist with departmental tasks such as class scheduling, data collection, enrollment reports, and accreditation documentation
- Provide support to Graduate Counseling Students, the Director of Field Experiences, faculty members, and the Chair
- Process financial requests for purchasing, expenses, and adjunct payroll
- Work together with faculty and staff in a team atmosphere with faculty and other staff in the unit
- Possess appropriate technology skills and continue to develop new technology skills required to function effectively; engage in appropriate professional development activities as required by the position
- Serve as the collection agent for departmental documents required for the smooth operation of the unit (curriculum vita for faculty; reports of various committees and/or faculty self-evaluation documents) and for CACREP Accreditation
- Maintain copies of syllabi in an easily accessible and well-organized electronic format
- Coordinate textbook orders, book buy-back information and desk copy orders for faculty
- Maintain advisee lists and assign advisors within Colleague
- Take, transcribe, and distribute minutes of department meetings
- Assume appropriate responsibilities when institutional and unit accreditation processes require faculty and staff to produce additional documentation of work at the institution and/or unit
- Register students as needed in Colleague
- Maintain the department’s website information and submit changes as needed.
- Be present on orientation and interview days for new and potential counseling students
- Attend and assist during each commencement ceremony
- Other duties as assigned
Education: Minimum of Associate’s Degree with strong technology and interpersonal skills
Experience: Minimum of two years of administrative experience, preferably in an academic setting
Required Skills:
- Excellent oral, written, and interpersonal communication skills
- Well-developed skills in Microsoft Office software
- Willingness and ability to develop new technology skills as required to function effectively within other academic software applications
- Ability to coordinate and manage multiple tasks to meet the needs of students, faculty, and other staff
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must have vision skills necessary for viewing a computer screen for extended periods of time and is frequently required to use hands for typing and other activities requiring mobility of the upper and lower arms. The employee is often required to stand, walk, and lift materials weighing not more than ten pounds.
General Information: This description is designed to describe the general nature of the job and is not intended to be an exhaustive list of all responsibilities, skills and duties. It is the responsibility of the supervisor for this position to formally outline in writing any performance expectations including specific duties for which the employee assigned to this position will be held accountable in terms of performance evaluation.
Employee Expectations: The University expects all employees to conduct themselves in a manner that is appropriate for a Christian institution and to be worthy examples in moral conduct and behavior for the students of the University