Administrative Assistant, Department of Professional Counseling Programs

1 week ago

Chicago, United States Adler University Full time

The Department Administrative Assistant provides administrative, clerical, and daily operational support to the Department, its programs, faculty and students.

Support Department Operations, Functions and Events

  • Organize, attend, and take minutes during department as well as other programs and committee meetings as needed, including coordinating remote participation with IT and preparing and distributing meeting minutes;
  • Support registration, course scheduling, advisement assignment, and orientations for academic programs, both online and on-ground;
  • Assist the Training Directors of the Department in the coordination of training related events, process and procedures for both on-ground and online programs;
  • Work closely with Program Directors and support accreditation activities, including assisting the compiling of self-study documentations and site visits;
  • Facilitate and support activities related to online programs, including coordinating logistics for residency week.
  • Assist with faculty candidate interviews and recruitments.
  • Coordinate MA counseling programs comprehensive examination and students' participation of National Counselor Examination.
Management of Information and Record Keeping
  • Adhere to Department policies and procedures in managing department information, student data, meeting proceedings, comprehensive examinations, thesis and dissertation related documentations;
  • Create and maintain documentation process and procedures for the department, including students' training records, auditing of documents, confidential disciplinary and remediation plans, evaluation data, etc.;
  • Organize department and program information on University intranet portal webpages, and in the team-drive;
  • Organize and process examination registration and administration procedures;
  • Maintain program, student and faculty evaluation data for program reviews;
  • Assist student audits for graduation, pre-requisites for training and comprehensive examinations; and
  • Create and maintain data bases for student performance, remediation efforts, and record tracking.
  • Interdepartmental Collaboration and Support of the Division of Academic Affairs & University Functions
  • Connect internal and external constituents to support department functions;
  • Support functions of the Division of Academic Affairs, and University functions as needed;
  • Other duties as assigned.
Required Credentials, Skills, and Abilities:

The Professional Counseling Department Administrative Assistant must possess poise and professionalism with excellent customer service skills. The position requires ability to multi-task in a fast-paced environment and to take the initiative on projects in order to efficiently meet the needs of the Department. Ability to work autonomously as well as collaboratively with other departments across all levels of the University to support departmental and campus-wide functions is a must. Candidates must be willing to align with the University's mission and values: training socially responsible practitioners, engaging communities, and advancing social justice.
  • Bachelor's degree required;
  • 3 years prior experience in an administrative support environment (Experience in higher education preferred);
  • Proficient in working with computer program and systems applications; able to learn and to adjust to new systems readily, and able to provide directions and assistance to Department personnel in the utilization of different computer applications, if needed;
  • In-depth understanding and proficiency of applications of all Microsoft applications: Word, Excel, PowerPoint, e-mail and outlook, etc.
  • Proficient in survey designs with Microsoft forms and Qualtrics and sound command of Internet usage;
  • Excellent oral and written communication skills;
  • Excellent organizational and analytical skills; and
  • Respect diversity and able to communicate with diverse student populations and respective needs.

Equal Opportunity Employer

It is the policy of Adler University that all persons are entitled to Equal Employment Opportunity (EEO) protection. The University does not discriminate against any individual for employment because of age, religion, race, color, gender, gender identity, sexual orientation, national origin, ancestry, marital status, physical or mental disability, military status (including unfavorable discharge from the military), or any other category protected by federal, state, or local law.

As part of Adler's equal employment opportunity policy, Adler will also take affirmative action to ensure that minority groups of individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.

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