St.  Catherine University

Administrative Assistant - Counseling Center

Location
Minnesota
Posted
Jun 13, 2022
Closes
Jun 27, 2022
Ref
20220330-STAFF
Category
Education
Employment Status
Full Time
Posting Details

Position Information

Position Title
Administrative Assistant - Counseling Center
Division
Student Affairs
Department/Office
Counseling

Position Summary Information

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St. Catherine University is seeking applicants for an Administrative Assistant position that is a ten-month (.92 FTE ) full-time position working in the Counseling Center.

Our Counseling Center provides counseling services to students from a variety of cultural and faith backgrounds. Approximately 30% of our students identify as diverse, 19% speak a language other than English and nearly 60% of our students identify as having a faith other than Catholicism. We are deeply committed to developing a diverse staff and a welcoming, emotionally safe place in which each student can be seen and valued in their entirety, including intersecting identities and cultural backgrounds. The Administrative Assistant is the first welcoming face that students see as they visit the Counseling Center and ensures the smooth operation of the day-to-day office business, the maintenance of office procedures and records, and manages some project based work. The hours for this position are full-time during the fall and spring academic terms and part-time over the summer. The anticipated work hours for 2022-2023 are:

  • August 15 to June 15 = 40 hrs/wk
  • June 15 to August 15 = 20 hrs/wk


Responsibilities include:
  • Welcome students when they visit to make appointments, walk-in for Crisis Hours, and arrive for scheduled appointments, treating people of all cultures and abilities with respect, dignity and compassion.
  • Answer office phone and emails, forwarding calls for staff when appropriate and open and distribute mail to the team and communicating efficiently and effectively and person
  • Answer basic questions about services for students, alumnae, faculty, and staff.
  • Manage the electronic schedules of five (5) professional staff.
  • Coordinate clerical duties, including preparing and copying handouts and distributing promotional flyers and preparatory materials.
  • Prepare correspondence, reports, handouts, and power points.
  • Provide and oversee administrative support to programs and services, some of which include Eating Disorders Awareness, fall and spring CC evaluations, and publicity, etc.
  • Keep accurate records of clinical service delivery, collecting weekly and monthly utilization data.
  • Keep accurate records for the counseling center lending library, including inventory of books, sending notices, and assigning fines for overdue and/or lost books.
  • Track and record purchasing and financial records to support the director's budget reconciliation.
  • Due to the nature of the counseling profession, the person in this position may occasionally be required to interact with individuals who are experiencing emotional distress.
  • Handle sensitive client issues with discretion and pay meticulous attention to maintaining client confidentiality.
  • Maintains departmental website including updating any semester-based information and links.
  • Maintains and updates electronic clinical documents or forms used by clients or professional staff.
  • Technologies used include: Word, Excel, Banner, Titanium scheduling software, Qualtrics.


St. Catherine University in St. Paul, Minnesota, is a comprehensive Catholic university and home to one of the nation's largest colleges for women, with associate and graduate programs for all genders. Founded by the Sisters of St. Joseph of Carondelet in 1905, the University integrates liberal arts and professional education within the Catholic traditions of intellectual inquiry and social teaching. Committed to excellence and opportunity, St. Catherine enrolls students in certificate, associate, baccalaureate, master's and doctoral programs in traditional day and evening/weekend/online formats.

Minimum Qualifications
  • Experience providing reception services for a department or an individual.
  • Proficiency with Microsoft Office and Google suite of systems.
  • Experience updating website information and uploading documents for external website access.
  • Experience handling sensitive, confidential information with respect and discretion.
  • Experience welcoming and supporting people of diverse cultures and identities.


Preferred Qualifications
  • Experience working in university or college settings.
  • Experience working with electronic health records systems.


We seek creative, adaptable staff who enjoy working in a university climate that promotes cultural diversity, multicultural understanding, and cultural fluency. Consistent with the university's commitment to women, diversity and social justice, preference will be given to candidates who manifest these themes in their experience and service.

EEO Statement

St. Catherine University is an equal opportunity employer. Our commitment to inclusion reflects the central value of the Sisters of St. Joseph of Carondelet to “love of neighbor without distinction” and provides a learning and working environment that is enriched by the diversity of all our members. Individuals of religious, racial, ethnic, gender identity, nation of origin, or disability groups that have traditionally had less representation in higher education are encouraged to apply. Should you need an interview accommodation please contact us at hr@stkate.edu or 651-690-6565.

Application instructions for STAFF

Visit St. Kate Careers to apply. Three references and successful completion of a background check will be required for employment.

Given the way campus life inherently puts people in close proximity to each other, including residence and dining halls, classrooms, and gatherings, the University has determined that a vaccination requirement is the best way to keep our community safe and prevent potential outbreaks as we return to more regular, in-person operations. St. Catherine University is requiring all students, faculty (including adjuncts contracted for the fall semester and beyond), staff, and residents age 12 and older to complete their COVID -19 vaccination series, including a booster, unless the University approves a medical or religious accommodation or other accommodation/exemption as required by applicable law. New employees must submit vaccination documentation or be approved for an exemption/accommodation before beginning work. For more information, visit stkate.edu/coronavirus-info/vaccine .

St. Catherine University
2004 Randolph Avenue, St. Paul, MN 55105
Equal Opportunity Employer / Drug Free Workplace / Tobacco Free Workplace

Our university is a proud member of the Upper Midwest HERC and is committed to recruiting and retaining outstanding and diverse faculty and staff and assisting dual career couples. For more information and to find other higher education jobs in the Upper Midwest region, visit: www.uppermidwestherc.org.

Posting Detail Information

Posting Specific Questions

Required fields are indicated with an asterisk (*).
  1. * St. Kate's is committed to making Inclusive Excellence a reality and has identified “Drive a Culture of Inclusive Excellence” as one of six priorities in the strategic plan. Give a specific example of how you have promoted a culture that values diversity, equity and inclusion in your current or recent role(s).
    (Open Ended Question)
  2. * Given the way campus life inherently puts people in close proximity to each other, including residence and dining halls, classrooms, and gatherings, the University has determined that a vaccination requirement is the best way to keep our community safe and prevent potential outbreaks as we return to more regular, in-person operations. St. Catherine University is requiring all students, faculty (including adjuncts contracted for the fall semester and beyond), staff, and residents age 12 and older to complete their COVID-19 vaccination series, including booster, unless the University approves a medical or religious accommodation or other accommodation/exemption as required by applicable law. New employees must submit vaccination documentation or be approved for an exemption/accommodation before beginning work. For more information, visit stkate.edu/coronavirus-info/vaccine. We include this information to ensure that candidates are aware of and acknowledge understanding of the new requirement.
    • I have read and understand the requirement.
  3. * Are you presently legally authorized to work in the United States for any U.S. employer? Please be aware that St. Catherine University is only able to consider candidates who are authorized to work in the United States.
    • Yes
    • No
  4. * St. Catherine University welcomes applications from candidates who are traditionally under-represented. We are happy to consider candidates who are currently in possession of a temporary work visa, however, please be aware that we do not offer employment visa sponsorship. Will you now or in the future require an employer to sponsor you for an employment-based visa/status in the U.S. (e.g. H-1B status)?
    • Yes
    • No
    • Maybe
  5. * Can you perform the essential functions of this position with or without accommodation?
    • Yes
    • No
  6. * How did you hear about this opportunity?
    • St. Catherine University website
    • St. Catherine University employee
    • Academic Jobs
    • American College Personnel Association (ACPA)
    • Association of Catholic Colleges/Universities
    • Association of Student Affairs at Catholic Colleges and Universities
    • Chronicle of Higher Education
    • College or University website
    • Council of Independent Colleges
    • DisabilityConnect.com
    • Diverse: Issues in Higher Education
    • DiversityConnect.com
    • Facebook
    • Google Jobs
    • HigherEdJobs
    • Higher Education Case Managers Association (HECMA)
    • Higher Education Recruitment Consortium (HERC)
    • Hispanic Outlook on Education Magazine
    • IMDiversity
    • Indeed
    • Inside Higher Ed
    • Insight Into Diversity
    • Latinos in Higher Ed
    • LGBTConnect.com
    • LGBTQ in Higher Education
    • LinkedIn
    • Minnesota College Professionals Association
    • Minnesota Council of Nonprofits
    • MinnesotaWorks.net/Minnesota Workforce Center
    • Minority Jobs
    • NAFSA: Association of International Educators
    • National Association of Independent Colleges and Universities
    • National Association of Student Personnel Administrators (NASPA)
    • National Conference on Race and Ethnicity (NCORE)
    • OutandEqual.com
    • People of Color in Higher Education
    • Pioneer Press
    • Pollen Midwest
    • Saint Paul Chamber of Commerce (SPACC)
    • SimplyHired.com
    • Star Tribune
    • StudentAffairs.com
    • Twin Cities Senior Student Affairs Officers listserv
    • Twitter
    • VeteransConnect.com
    • Women in Higher Education
    • ZipRecruiter
    • Other

Applicant Documents
Required Documents
  1. Resume
Optional Documents
  1. Cover Letter

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