Office Support Associate - Counseling Center - 1032288 - 6689

Office Support Associate - Counseling Center

The function of this position is to perform a variety of on-site general office duties to support reception office staff, administrative services staff, professional staff, practicum students, graduate assistants, and Counseling Center clients. All work for this position must be performed in person, as this position has not been approved for remote work. This person will also direct clients and stakeholders to the appropriate point of service including but not limited to triage or initial appointments. This person will work primarily in the Counseling Center satellite office at Illinois Street Residence Hall, but will be expected to work at other on-campus Counseling Center locations as directed.

Duties & Responsibilities

- Provide primary support to the embedded clinical counselor program, including screening calls and visitors, scheduling appointments and maintaining multiple calendars, corresponding with clients, and ensuring appropriate appointment forms have been completed as required.

- Receive and direct clients who have appointments with members of the clinical staff, notifying counselors when clients have arrived.

- Answer and screen phone calls, determining needs and managing routine inquiries; transfer calls and take accurate messages as needed.

- Provide primary support for all Counseling Center psychoeducational programs, including gathering related information/materials, making logistical arrangements, and tracking/receiving orders.

- Schedule initial appointments, client appointments and meetings in each counselor\'s electronic schedule system.

- Provide timely and factual information to clients, students, faculty, staff, deans, campus units regarding Counseling Center procedures.

- Query visitors to determine needs and handle routine inquiries, requests, and/or problems.

- Participate in opening and closing office procedures and other duties as assigned.

Additional Physical Demands

The position is in a fast-paced office setting with the constant distraction of phones, inter-office communications, and clients. There are occasions when the expression of grievances, requests, demands, or complaints from clients, students, staff, and others may be stressful. The position involves remaining stationary for long periods. Punctuality is imperative. The position works a 7.5 hour day, breaks included, which has a rotating start time with the other 4 reception office staff, including a rotation of evening hour (until 7pm) responsibilities. Start time may be adjusted periodically as needed.

Minimum Qualifications

1. High school diploma or equivalent. 2. Any one or combination totaling eighteen (18) months from the categories below:

• A. College coursework in any curriculum as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months) Associate\'s Degree (60 semester hours) equals eighteen months (18 months)
• B. Work experience performing office/clerical activities, including the use of computer systems.

Knowledge, Skills and Abilities

- Comprehensive knowledge in all Microsoft programs (Outlook, Word, Excel, etc.) to be successful in calendaring, correspondence, spreadsheets, tracking, etc. Knowledge of basic office machines including computers, photocopiers, and fax machine. Ability to learn new programs as technology and office needs change.

- Knowledge of principles and processes for providing excellent customer and personal services.

- Excellent telephone and other communication skills; ability to communicate effectively, both verbally and in writing, as appropriate for the needs of the audience.

- Attention to detail, ability to work under pressure, maintain organization, and follow-through.

- Flexibility in assignment of tasks and have the ability to handle frequent interruptions.

- A spirit of collaboration; willingness to interrupt duties to assist other members of the staff in a higher priority assignment.

- Ability to maintain strict confidentiality in all interactions.

- Approachable, assertive, flexible, and ability to work cooperatively with a variety of personnel and students.

- Awareness of and sensitivity to cultural and linguistic differences; commitment to diversity and inclusion.

- Ability to exercise initiative, confidentiality, discretion, and sound judgment.

Appointment Information

This is a 100% full-time Civil Service 0846 - Office Support Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after September 15, 2025. The entry-level salary for the Office Support Associate classification is $19.588/hour ($38,391.60 annually) and the compensation for this position is expected to align with that rate. The incumbent will work a 7.5-hour day, breaks included, which has a rotating start time with the other 4 reception office staff, including a rotation of evening hour responsibilities (until 7 PM). Start time may be adjusted periodically as needed.