Administrative Assistant II / Counseling & Wellness Center

Posting Details

Posting Details

Official Title Administrative Assistant II / Counseling & Wellness Center
FLSA Status Non-Exempt
Pay Rate $46,749.56
Department Counseling and Wellness Center
Job Description / Statement of Duties

This position is responsible for the day to day operation of the office of Counseling and Wellness Center. Secondary responsibilities are to provide administrative support to the directors of Student Activities and Transition and Leadership programs.

Duties include:
• Develop and maintain office procedures to ensure smooth functioning of the office; including prioritizing and appropriately assigning work.
• Compose and distribute correspondence, reports, statistical materials, etc.
• Maintain confidential records and communication.
• Back up data and keep accurate files.
• Design and produce posters, flyers, brochures and policy forms.
• Schedule appointments for the professional staff and counseling trainees through the use of an electronic medical record system.
• Pick up, sort, open and distribute mail.
• Oversee functioning of equipment including computers, copier, phones, etc.
• Greet students, answer routine questions, and hand out forms and other related materials.
• Oversee administrative operation of the electronic medical record system.
• Assist professional staff with implementation of educational health and wellness programs.
• Maintain Counseling and Wellness website regarding counseling and health issues as well as any updates that are indicated.
• Reserve rooms and order food for Counseling and Wellness functions/events.
• Order materials for wellness programs and gain knowledge about comparable programs in other colleges similar to MassArt.
• Communicate with Office of Administration and Finance about budget issues and monthly coding of expenses.
• Collect and maintain immunization records for undergraduate and graduate students.
• Coordinate retrieval of immunization records with library archivist as per request of individual students.
• Answer questions for students and families related to school health insurance, policies regarding health insurance and immunizations.
• Work with Student Health Services to publicize hours and other relevant medical information for our students
• Meet with the Staff Associate to the Vice President and Associate Vice President monthly to discuss providing administrative support for projects and program planning.
• Backup reception responsibilities for all departments within the Student

The Administrative Assistant II will promote the College’s commitment to collegiality by:
• Building effective partnerships with co-workers throughout the College by freely sharing appropriate information and providing assistance when needed.
• Ensuring optimum service to all internal and external partners in response to all requests for service and information.
• Maintaining an environment that is welcoming and inclusive to persons of all backgrounds, nationalities, and roles.

Review of applications will begin on Wednesday, November 1, 2017 and will continue until filled.

Required Minimum Qualifications

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, or (B) any equivalent combination of the required experience and the substitutions below.

I. An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.

II. An Associate’s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*The official job description for this position is the Commonwealth of Massachusetts Classification Specification for the position of Administrative Assistant II. A copy of this specification can be obtained in the Human Resources Office.

In addition the college also seeks:

1. Strong computer skills
2. Self-motivated, independent, highly organized and efficient.
3. Knowledge of Higher Education and art-related careers is preferred
4. Ability to express self in oral and written communications
5. Ability to work effectively with staff, students, faculty and employers
6. Data entry and records management experience required/ experience with computers and information systems required.
7. Previous experience working in an office environment
8. Ability to work in a fast-paced environment, handle multiple projects, and meet established deadlines.
9. Ability to work occasional evenings as required.

Preferred Qualifications

1. Bachelors degree in psychology or health and human services
2. Experience working with art students
3. Knowledge of Higher Education and art-related careers
4. Experience working with confidential records
4. Demonstrated interest in, and knowledge of, issues related to health and wellness

Job Open Date
Job Close Date
Open Until Filled Yes
Special Instructions to Applicants

​Criminal Offender Record Information (CORI) check relative to prior criminal convictions and pending cases, as well as Sex Offender Registry Information (SORI) checks relative to prior sexual offenses committed as an adult or juvenile will be conducted on the final candidate prior to an offer of employment. MassArt requires specific written authorization to conduct background checks. Failure to provide such authorization shall preclude your application from receiving further consideration.​

Requisition Number S00179
Quick Link
Eligible Applicants All (Internal and External)
Pay Basis Salary
Job Type Full-time

Application Documents

Required Documents
  1. Resume
  2. Letter of Interest
Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Public Job Posting
    • Internal Job Posting
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • HigherEd Jobs
    • Indeed
    • HireCulture
    • Other Websites
    • Other
  2. * Please specify referral source. If this question does not apply, please enter N/A.

    (Open Ended Question)