Administrative Assistant, Counseling Services

Jacksonville State University; Jacksonville (AL); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Tuition assistance

Paid time off

Employee Assistance Program

Job summary

Jacksonville State University’s Counseling Services department seeks an Administrative Assistant to perform clerical and secretarial work, manage office records, and support routine operations with independence within established guidelines.

The role involves confidential interactions with students and staff, calendar coordination, and assisting with events, materials, and outreach while maintaining professional services billing and records.

Qualifications

• High School diploma or equivalent, plus 4 years clerical/administrative experience.
• Ability to handle confidential information and maintain privacy.
• Strong organizational and calendar management skills.
• Excellent written and verbal communication.

Responsibilities

• Provides confidential administrative support to Counseling Services.
• Manages calendars, arranges meetings, and composes correspondence.
• Provides general customer service to students, faculty, staff, and stakeholders.
• Works in stressful situations with emotionally distressed students in crisis.
• Maintains electronic and paper counseling records.

Skills

Administrative support

Calendar management

Customer service

Confidentiality

Education

High School diploma or equivalent

Bachelor's degree (preferred)

Tools

Microsoft Office

Electronic records management

Job description

Department

Counseling Services

Work Hours

8:00 a.m. - 4:30 p.m., Monday - Friday, some evening and weekends as needed

Anticipated Start Date

October 5, 2026

Job Summary

Under the supervision of the Director of Counseling Services, the Administrative Assistant performs clerical and secretarial work, processes and maintains relatively complex office records, reports, and materials of greater difficulty and with more independence, but within guidelines established by precedents and departmental policies. This position has routine, personal contact with customers and the general public, providing standard information and occasionally explaining methods, procedures, services and activities of unit.

Duties and Responsibilities

• Provides confidential administrative support to Counseling Services. Serves as the administrative representative through telephone and personal contact. Responds to inquiries (of a sensitive or general nature) verbally and/or in writing; ensures and maintains confidentiality of all sensitive information.
• Manages the operational details of the department including calendar management, arranging conference calls and meetings, and composing of considerable correspondence; establishes appointment priorities and sets up appointments as appropriate.
• Provides general customer service via phone, email, and in-person to students, faculty, staff, and other stakeholders.
• May work in stressful situations with highly emotional students in crisis.
• Assists with creation, maintenance, and storage of electronic and paper counseling records.
• Assists in preparation of materials, supplies, and set-up for counseling groups and events.
• Assists staff in outreach to at-risk students.
• Develops and refines work routine and carries out assignments through to completion with only unusually important or complicated tasks reviewed in detail.
• Maintains inventory of office supplies, materials, and maintenance of equipment.
• Supervises the work of student employees; trains and schedules student workers.
• Handles payments for New Pathway and iChamps fees, balancing petty cash, and making daily deposits.
• Maintains professional services contract billing and payments.
• Creates and maintains budget requisitions and encumbrances.
• Maintains scheduling and appointment calendars for counselors and monthly emergency on-call calendar for counselors and University Police.
• Maintains secure and orderly office environment.
• Works with counselors to maintain the New Pathway and iChamps drug and alcohol program, such as daily emails to students and monitoring their progress in the program.
• Prepares and submits staff and student payrolls.
• Performs other duties as required.

Required Minimum Qualifications

• High School diploma or equivalent, and
• Four (4) years equivalent experience in clerical or administrative support

Preferred Qualifications

• Bachelor's degree from accredited higher education institution

Required Documents

1. Cover Letter
2. Resume

Employee Benefits

JSU strives to provide great quality of life to our employees through an attractive, competitive benefits package for our full-time faculty and staff. These benefits enhance your salary as a JSU employee and are part of your total compensation package. Benefits include:

• Retirement Plans
  • Alabama Teachers Retirement System (TRS)
  • RSA-1 Deferred Compensation
  • 403-B Retirement Annuity (TIAA)
• Health Insurance
  • Medical (PEEHIP)
  • Optional plans: vision, dental, flexible spending plan, dependent care, cancer, and hospital indemnity
• Long-term disability and life insurance
• Tuition assistance
• Paid and unpaid leave
• Employee Assistance Program
• Prescription assistance

For additional information regarding benefits, please visit our website.

Clery Notice

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, https://clerycenter.org/policy-resources/the-clery-act/ the Jacksonville State University Police provide information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three calendar years. The JSU Annual Campus Security and Fire Report is available online at: https://www.jsu.edu/police/docs/cleryannualreport.pdf

Equal Employment Opportunity

Jax State is an Equal Employment and Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, genetic information, national origin, disability status, protected veteran status, or any other characteristic protected by law.