Administrative Support Specialist I - Integrated Counseling, Health & Wellness

Job Family Group:

Department/Office:

Time Type:

Compensation:

Please note, starting salaries are based on factors including internal equity, relevant experience, and education.

Exemption Status:

Job Description:

Front Desk and Client Services

• Serves as the primary point of contact for students, staff and visitors.

• Greets and assists students in a professional and compassionate manner.

• Responds to inquiries via phone, email, or in-person with discretion and confidentiality.

• Triages inquiries and directs individuals to appropriate provider or services.

• Maintains a calming and supportive environment, particularly for students in distress.

• Scheduling and Appointment Management

• Coordinates and manages appointments for counselors, medical staff and wellness professionals.

• Uses Electronic Health Record (EHR) or scheduling systems to ensure efficient appointment flow.

• Handles rescheduling, cancellations, and follow-up communications with students.

• Notifies students of appointment reminders, intake procedures, or required forms.

• Coordinates provider availability for urgent or walk-in services as needed.

Administrative and Clerical Support

• Prepares correspondence, meeting agendas, and departmental documents with attention to detail and accuracy.

• Maintains and organizes digital and physical files, ensuring secure storage of confidential records.

• Monitors office supplies and place orders in coordination with procurement processes.

• Assists with preparing onboarding materials for new staff, interns, or providers.

Financial and Budgetary Support

• Tracks departmental expenses and assists with recording monthly budget reports.

• Processes invoices, reimbursements, and purchase requests in compliance with university policy.

• Coordinates with finance and accounting departments to resolve discrepancies.

• Maintains organized documentation of financial transactions for auditing purposes.

Records and Data Management

• Enters and updates students records in EHR and student information systems with a high level of accuracy.

• Assists with the generation of reports for usage statistics, compliance, and accreditation.

• Maintains confidentiality and comply with HIPPA, FERPA, and university data security standards.

• Helps manage student satisfaction surveys or outcome assessment tools.

Communication and Coordination

• Drafts and distributes internal communications, memos, and announcements to staff and students.

• Coordinates logistics for staff meetings, committee meetings, and departmental planning sessions.

• Serves as a liaison between ICHW and other university departments (e.g., Registrar, Residence Life).

• Ensures timely and clear communication of updates, scheduling changes, or policy reminders.

Program and Event Support

• Provides logistical support for health fairs, mental health awareness campaigns, and wellness workshops.

• Creates promotional materials, coordinate with campus marketing teams, and manage event registrations.

• Responsible for set ups and break downs for event spaces, prepares supplies and handouts, and assists during live events.

• Tracks attendance and feedback for program improvement and reporting.

ADDITIONAL DUTIES

• Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence,

• patience and integrity to provide professional leadership during emergencies.

• Attends continuing education seminars and workshops to maintain and improve office skills.

• Complies with all Trinity University policies and guidelines.

• Performs other duties as required.

EDUCATION
Required:
High School Diploma or GED.

EXPERIENCE
Required:
One year of clerical/administrative experience in the clinical field.
Preferred:
Three years of clerical/administrative experience in the clinical field with at least one year in higher education.

KNOWLEDGE, SKILLS, AND ABILITIES
Required:

• Knowledge of computer skills.

• Use and knowledge of typewriter, word processing programs, and other standard office machines.

• Knowledge of Microsoft Office Suite programs including, Word, Excel, and PowerPoint.

• Accuracy in maintaining detailed records, spreadsheets and reconciling financial reports.

• Possesses good interpersonal and communication skills.

• Highly organized and able to manage multiple tasks simultaneously.

LICENSES/CERTIFICATIONS
None

OTHER REQUIREMENTS
All jobs require a current Criminal Background Check (CBC).

SUPERVISORY RESPONSIBILITIES
No supervisory responsibility.

NUMBER OF DIRECT REPORTS

None

NUMBER OF INDIRECT REPORTS
None

SUPERVISION RECEIVED
Specific and general instruction from supervisor, either verbally or in writing. Operates independently for most routine matters.

INTERACTION
Works alone
Works with other employees
Customer contact
Students

COMPUTER SOFTWARE
Microsoft Excel
Microsoft PowerPoint
Microsoft Windows
Microsoft Word

EQUIPMENT
Copier
Fax
General office equipment

SECURITY SENSITIVE
Each member of the faculty, staff and student body is responsible for carrying out campus regulations, procedures and practices and
shall comply with federal, state and local laws related to security matters while on the campus or in the course of representing or
conducting University activities.

ATTENDANCE STANDARD
Maintaining and satisfying minimum attendance requirements are an essential requirement of this position, including working all full-
time regular hours as established by the supervisor in addition to any scheduled or emergency overtime.

INTERNAL CONTROLS
Applies to Supervisors (and above) and/or anyone with financial responsibilities. Within the scope of position duties, responsible for
seeing that operations are effective and efficient, assets are safeguarded, reliable financial data is maintained, and applicable laws,
regulations, policies, and procedures are complied with.

DECISION MAKING
Works from detailed instructions or where variation in procedures is limited.

BUDGET RESPONSIBILITY
Monitors budget activities but no responsibility for budget and expenditure authority.

FINANCIAL RESPONSIBILITY
None

PHYSICAL REQUIREMENTS
None

ENVIRONMENTAL CONDITIONS
General office environment
Near moving mechanical parts
Works in loud noise

CHEMICAL EXPOSURE
May be exposed to hazardous chemicals, infectious and communicable