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Administrative Assistant - Counseling Center

Company: James Madison University
Location: Harrisonburg
Posted on: January 27, 2023

Job Description:

Position Details

Position Information

Working Title

Administrative Assistant - Counseling Center

Position Number


Posting Number


State Role Title

Administrative and Office Specialist III

Position Type


Position Status

Full Time

FLSA Status

Non-Exempt: Eligible for Overtime


Wellness, Orientation and Multicultural Engagement


100171 - Counseling Center

Pay Band


Pay Rate

Pay Range

Specify Range or Amount

$36,250 - $39,000

Is this a JMU Only position?


Is this a grant-funded position?


Is this a Conflict of Interest designated position?


Position Summary Information

General Information

The Counseling Center (CC) at James Madison University (JMU) is accepting applications for a full-time Administrative Assistant to support the overriding missions of JMU and the CC by providing essential customer service to internal and external customers, providing fiscal and administrative support to CC staff and operations and managing the maintenance and security of confidential records and information.

Duties and Responsibilities

  • Greet student clients and other members of the JMU campus community in a warm and welcoming manner

  • Assist clients with creating and checking-in for appointments utilizing the electronic Titanium scheduling and documentation system

  • Receive and direct phone calls from JMU faculty, staff, and students and from community members related to mental health concerns and CC services

  • Assist in the management of the calendars of clinical staff through by monitoring, confirming, and altering clinical appointments and other types of meetings

  • Create and manage confidential electronic clinical records of client care

  • Ensure the continuity of service and operation by providing crossover coverage to other front desk personnel

  • Utilize JMU software such as the Student Administration System and the PeopleSoft Finance System to manage student information and fiscal operations

  • Develop and maintain knowledge of the CC, its policies and procedures, and the services and resources that it provides to the JMU community

  • Provide administrative support to the CC's Director, Office Manager, and clinical staff

  • Inventory office supplies and assist in procuring needed items

  • Inventory and maintain the CC's library of resources related to mental health



    • A self-motivated and self-directed commitment to high professional standards

    • Ability to listen, assess requests, and refer individuals to appropriate resources

    • Demonstrated skill in effective decision-making and in prioritizing and managing multiple tasks simultaneously

    • Attention to detail and accuracy in record keeping and task completion

    • Advanced customer service skills, including polished telephone communication skills

    • Knowledge of office management best practices when working in a highly confidential setting

    • The energy to flexibly manage the professional demands of the role while maintaining positive and healthy perspectives and relationships

    • A collaborative spirit of warmth, acceptance, respect, and trust towards colleagues

    • Ability to resolve problems and make recommendations for operations improvement

    • Ability to manage and support organizational change in an optimistic manner

    • Knowledge of and experience with Microsoft Office

    • Excellent oral and written communication skills

    • General understanding of mental health services

      • A bachelor's degree or extensive formal training and professional experience in an administrative support role

        Condition(s) of Employment

        Employment is contingent upon the successful completion of a criminal background check.

        E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

        Posting Detail Information

        Posting Date


        Beginning Review Date


        Closing Date

        Open Until Filled


        Proposed Starting Date


        EEO Statement

        James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

        We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

        Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

        Reasonable Accommodation Request

        If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.

        Annual Security and Annual Fire Safety Report


        Minimum Reference(s) Required


        Quick Link for Direct Access to Posting


        Additional Posting Information

Keywords: James Madison University, Harrisonburg , Administrative Assistant - Counseling Center, Administration, Clerical , Harrisonburg, Virginia

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