Sr. Administrative Assistant - Counseling Center

Provides high level administrative support to an administrator(s) and/or department to facilitate the daily operations of the department. Performs work of a confidential nature and relieves department supervisors of non-routine or routine administrative responsibilities. Researches and analyzes reports and makes recommendations on follow up actions. Interprets, develops and implements department policies and procedures. Coordinates human resources functions for the department. Oversees budget operations.
 

• Oversees budget operations, including operational, personnel and project budgets. Reconciles monthly expenses. Processes invoices, and orders supplies for department. Prepares check requests and travel/expense reimbursements. Maintains records and assists with needs for asset inventory and key requests. Assists department in maintaining expenditure control and fiscal accountability. 
• Manages office administrative and auxiliary functions, including routine and non-routine activities. Opens, reviews, routes or responds to correspondence. Researches and analyzes data to write or edit reports, presentations, policies, etc. 
• Maintains the schedule of the Director of the Counseling Center in both Outlook Calendar and Electronic Health Record (EHR). 
• Coordinates meetings and special events. Schedules and secures meeting location and teleconference capabilities. Prepares agendas and other documents for distribution. Attends department meetings and retreats. Drafts and posts minutes of meetings. Prepares and sends surveys. Prepares reports and evaluations.  
• Maintains documentation, personnel files, contracts, appointments, and other records for the department. 
• Coordinates human resources functions for the department. Assists with the development of position descriptions and advertisements for searches. Works with search committees on candidate selection and interview schedules. Prepares and monitors annual salary increases as directed. Completes necessary paperwork for Human Resources. Prepares contracts including ICAs and works to get vendors set up in Payment Works.
• Processes purchase orders through Falcon Purch and processes requests through Chrome River.
• Execute all requisitions, budge transfers, supplement/independent contract payments, journal entries, P-Card purchases, check payments, foundation disbursements/deposits, and travel expenses.  Order office supplies and maintain proper inventories.
• Create job postings through HR hiring system. Coordinate schedules for job applicant interview and other logistical needs. With all new hires, coordinates their check in list process and schedules ITS appointment for necessary computer equipment.
• Directs staff to resources for ordering office furniture for offices. 
• Coordinate meetings, logistics, funding, catering and AV equipment required for special events, interview/search committee and trainings for the Counseling Center and other university departments. 

• Serve as the point of contact for staff for ITS needs and getting staff connected to appropriate ITS personnel for needs.
• Provide coordination of staff’s travel needs for conferences including hotel/flight information and car rental if necessary.
• Process staff reimbursement for professional development funds.

Experience

• One to two years related experience required; must include progressive administrative experience.

Education

• High school diploma or GED required.

Essential Competencies

• Knowledge of basic mathematical skills
• Knowledge of basic reading skills
• Ability to carry out verbal and/or written instructions
• Ability to effectively communicate, verbally and written
• Detailed-oriented and highly accurate
• Ability to work in changing environment
• Ability to work effectively in a team environment
• Ability to interact effectively with students, faculty and/or staff or the public and represent BGSU appropriately
• Ability to coordinate or lead others in accomplishing work activities
• Knowledge of computer skills, such as MS Office, presentations, spreadsheets and/or database entry/query
• Ability to query, run reports and modify data in financial systems
• Ability to access and maintain document imaging systems, including scanning and filing documents
• Ability to accurately receive and disburse cash whether currency, credit cards, checks or other payment forms
• Ability to operate computers and peripheral equipment such as printers
• Ability to draft office correspondence
• Ability to use sound judgment, tact and discretion when working with confidential files

Deadline to apply:  The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by April 29, 2024.  

Bowling Green State University is an Affirmative Action/Equal Opportunity Educator and Employer . We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans and persons with disabilities. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421 or email [email protected] .