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NEOGOV · 1 month ago

Senior Counseling Office Assistant

Mission Viejo, CA

Full-time

Onsite

Mid, Senior Level

$4,994/mo - $6,998/mo

3+ years exp

NEOGOV is a part of the South Orange County Community College District, and they are seeking a Senior Counseling Office Assistant to manage front office functions of the counseling office. The role involves organizing, coordinating, and providing specialized office support, as well as serving as the primary contact for the automated counseling scheduling and reporting system.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

Organize, coordinate, and manage front office functions of the assigned counseling office; ensure appropriate staffing and optimum services to students, staff, faculty, and visitors to the college; serve as liaison between counselors, staff, and student workers; participate in developing and updating policies and procedures

Train and provide work direction to assigned staff and student workers as assigned; prioritize and coordinate clerical assignments and projects; ensure compliance with established regulations and administrative policies

Serve as the primary contact person for issues related to the automated counseling scheduling and reporting system; perform user functions to resolve problems; contact vendor representatives and programmers to report malfunctions and irregularities; serve as liaison to college departments and provide user training

Oversee and coordinate a variety of duties related to counselor calendar and schedule planning; oversee and participate in the preparation of permanent schedules at the beginning of each semester and during the summer session; oversee and participate in inputting counselors’ schedules and review/verify schedule for accuracy; participate in coordinating weekly counselor schedules and monitor scheduling system daily in regards to changes involving student cancellations and appointments, scheduling of new appointments, and counselor emergencies

Serve as receptionist for assigned areas; receive office and telephone callers; provide material and information in response to requests for information related to assigned area of responsibility; convey telephone messages; respond to questions regarding other student services areas and provide information; refer callers to appropriate staff for further assistance as needed

Perform a variety of support duties related to counseling office activities; provide counter support; screen students to determine if counseling needs are personal or academic; schedule counseling, screening, intake, or psychological appointments with appropriate staff member or refer student to other agencies and departments

Prepare and retrieve files for scheduled appointments; prepare information for counselors including student academic transcripts, current schedule information, and history reports

Interact with students in a variety of situations and respond to requests for assistance; contact crisis counselors for immediate counseling as needed

Prepare and generate a variety of reports, records, and statistics related to counseling information, operations, and functions; prepare and file absentee reports for all counselors

Assist in compiling and assembling data for special projects and reports; verify and review forms for completeness and conformance with established regulations and procedures

Monitor student tracking activities; record attendance; phone students to schedule screening, intakes, accommodations, academic, and/or psychological appointments; send letters to students as required

Perform a variety of general clerical duties in support of office operations; access files and information on computer system; input information and data; copy materials; order office supplies and materials

Provide matriculation English, reading, and math test results; provide information concerning upcoming tests

Develop a variety of forms for faculty, staff, and student use; order and maintain supply of forms, applications, brochures, and informational packets

Plan and coordinate efforts of the assigned counseling office with other departments; coordinates with staff of other departments to ensure effective coordination of counseling operations and functions

Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner

Type, word process, and proofread a variety of documents and forms including general correspondence, reports, and memoranda from rough draft, recordings, or verbal instruction; disseminate information as appropriate

Utilize various computer applications and software packages; maintain and generate reports from a database or network system

Operate office equipment including computer equipment, typewriter, calculator, copier, and facsimile machine

Perform related duties as required

Qualification

Automated counseling systemOffice management principlesClerical support dutiesScheduling appointmentsTraining staffData analysisReport preparationPublic relationsCustomer serviceCommunication skillsTeam collaborationProblem-solving

Required

Equivalent to the completion of the twelfth grade supplemented by coursework or on-the-job training in clerical and administrative support practices and procedures

Three years of responsible clerical experience including two years of counseling or other related office experience that included responsibility for scheduling appointments for a large staff

A valid California driver's license and proof of insurability may be required for some positions to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials

Operations, services, and activities of a college counseling center

Work organization and office management principles and practices specific to counseling office

Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers

Methods and techniques used to respond to students with a variety of counseling requests, both personal and academic

Operational characteristics and capabilities of the automated counseling scheduling and reporting system

Office assistance and support duties applicable to a counseling office

Student services available at a community college

Confidentiality requirements applicable to office reports and records

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases

Principles, practices and procedures of fiscal, statistical, and administrative research and report preparation

Principles of business letter writing

Principles and practices used to establish and maintain files and information retrieval systems

Principles, practices, and procedures of record keeping

Principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette

Basic mathematical concepts

Work organization principles and practices

English usage, grammar, spelling, punctuation, and vocabulary

Understand the organization and operation of the assigned program area as necessary to assume assigned responsibilities

Understand, interpret, and apply general administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances

Coordinate counseling front office activities and ensure adequate coverage to meet student needs

Organize, coordinate, perform, and oversee specialized office support and clerical duties and activities of a general and specialized nature involving the use of independent judgment and personal initiative in support of the assigned counseling office including screening callers and visitors, scheduling appointments, and maintaining records and information

Plan and organize work to meet schedules and changing deadlines

Establish, review, and revise office work priorities

Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale

Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals

Prepare and maintain procedure manuals

Use sound judgment in recognizing scope of authority

Participate in the preparation and administration of assigned budgets

Schedule appointments for a large number of individuals in a high-volume setting

Respond appropriately to the needs and requests and inquiries from students, staff, faculty, or the public; effectively present information in person or on the telephone

Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records, and reports

Independently compose and prepare correspondence and memoranda

Type or enter data at a speed necessary for successful job performance

Research, compile, analyze, and interpret data

Prepare a variety of clear and concise administrative and financial reports

Implement and maintain filing systems

Exercise good judgment in maintaining information, records, and reports

Plan and organize work to meet schedules and changing deadlines

Operate and ensure proper functioning of counseling office scheduling and reporting system

Serve as primary liaison with systems representatives for the automated counseling scheduling and reporting system

Troubleshoot system malfunctions and irregularities and perform user functions within established authority

Operate office equipment including computers and supporting word processing, spreadsheet, and database applications

Adapt to changing technologies and learn functionality of new equipment and systems

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person

Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students

Communicate clearly and concisely, both orally and in writing

Establish and maintain effective working relationships with those contacted in the course of work

Report to work on a regular and consistent basis, as scheduled, to assigned job