Administrative Assistant III

Position Title Behavioral Health Program Administrative Assistant III

Classification Full-time, non-exempt or option for no less than .75 FTE

Salary $24.51 - $25.62 per hour based on experience


Position available Immediately / Position is in office in Boulder, CO


The Position:

Are you ready to join a team that is committed to strengthening higher education, workforce development, and behavioral health throughout the western United States and Pacific Territories? The WICHE Behavioral Health Program (BHP) is searching for an energetic, self-directed, and detail-oriented Administrative Assistant to work at our Boulder, Colorado offices, or to work remotely when necessary. Successful candidates will demonstrate an ability to work in a fast-paced, collaborative environment, while maintaining a professional attitude and strong attention to detail. Our staff are engaged and busy from the first day and there is never a dull moment.

Organizational Responsibility

Under the direct supervision of the Senior Administrative Coordinator, and in coordination with other directors and managers, this position provides general administrative assistant support for the Behavioral Health Program and is responsible for specific duties as enumerated below:

• Under direction of the Senior Administrative Coordinator and project leads, develop and implement process of tracking program work plan activities.
• Prepare electronic and print communications (newsletters, brochures, publications) for distribution via mass emails and listservs.
• Using WordPress, make minor edits and formatting of various websites hosted and managed by the BHP.
• Generation of various media and other correspondence including creating and editing PowerPoint presentations, Excel, and Word documents.
• Assist with basic formatting of professional reports, presentations, and correspondence.
• Process BHP purchase reports, travel expense report vouchers, consultant invoices, and credit card charges.
• Assist project leads with travel planning, travel reimbursements, and scheduling meetings and conference calls.
• Help coordinate large meetings and conference planning, including locating appropriate venues, meeting room accommodations, AV equipment setup, catering, guest speakers, and coordinating evening reception and/or other side events.
• Provide comprehensive office management support to the BHP, photocopying, scanning, email, electronic filing.
• Complete data entry, file management, and general correspondence tasks with accuracy.
• Provide administrative support for WICHE's Psychology Internship Consortium Program. Including:
  • Communications and correspondence: This includes coordination of meetings, orientation and graduation instructions and coordination, congratulatory greeting cards, meeting support, and planning. Ensuring materials and websites meet communication design and branding requirements including 508 compliance.
  • Purchasing and support for the Psychology Internship Consortiums (PICs) for various functions and events throughout the year including main administrative support contact this including but not limited to purchasing supplies, meeting space, graduation and orientation expenses for each of the consortiums, tracking and payment of various fees (APPIC and APA) that are in the budget.
  • Timecards: This includes assurance that interns enter timecards accurately and timely into the WICHE timekeeping system. This may include making phone calls or other correspondence to interns/staff to ensure that payroll has the necessary information according to the deadlines established by WICHE.
  • Website maintenance including maintaining PIC websites to include updating the website with key information and timelines, formatting and proofing handbooks, uploading information into each website and coordination with PIC training directors to ensure that websites are up to date with the most current information. Coordination with WICHE PIC technical assistance staff to ensure that the Websites meet quality standards.
  • Travel coordination. This includes researching and booking various travel costs including hotels, flights, and rental cars, restaurants, meeting/conference space, and other venues. Process travel and mileage expenses for PIC related travel for interns, WICHE staff, faculty and others involved with the PIC program.
  • Event planning. This includes planning and structuring graduation and orientation programs, scheduling meeting space for orientation, training, and graduation events. This also includes ordering food, drinks, snacks for meetings, coordinating event materials and supplies.

Required Education, Skills, and Experience

• Associate's degree in business or office operations or post-high school certificate and at least three years of experience in a professional office environment (years of experience can be substituted for education). Bachelor's degree preferred but not required. Demonstrated experience in administrative assistant role will be accepted in lieu of post-high school certificate or associates degree.
• Excellent oral and written communication skills.
• Knowledge of common clerical, filing, and telephone procedures, with excellent attention to details, accuracy, and timelines.
• Ability to establish and maintain effective, cooperative, and cordial working relationships; ability to be flexible, be service-oriented, and to learn new skills.
• Experience using Office 365 Windows software, including MS Word, Outlook, Excel, and PowerPoint.
• Demonstrated ability to work in a self-directed manner with excellent attention to detail and accuracy, while maintaining confidentiality of materials and information
• Demonstrated competence in organizing, prioritizing, and managing multiple activities and timelines; ability to work efficiently with numerous interruptions.
• Ability to work effectively with a diverse group of professionals.
• Demonstrated ability to enter data with accuracy and timeliness.
• Strong proofreading skills.
• Willingness to acquire additional related duties and responsibilities, as necessary.
• Preferred experience using WordPress, InDesign, and Canva and photo shop.
• This position may use generative AI tools like Copilot to support day-to-day tasks. WICHE looks for candidates who can leverage AI effectively while exercising sound professional judgment and ensuring all work meets our standards for accuracy, quality, and integrity.

Travel

Travel is not a requirement of this position; however, there may be the possibility of some travelling on a limited basis.

About the Behavioral Health Program

WICHE's Behavioral Health Program (BHP) provides technical assistance, education, consulting, and research services to strengthen behavioral health care in the West. Initiatives focus on analysis and growth of the behavioral health workforce, as well as overall improvements within the public mental health system. The BHP has a long history of providing mental health services in rural area, and for providing training to support prevention, treatment, and recovery efforts throughout the West.

About WICHE

The Western Interstate Commission for Higher Education (WICHE) is a regional interstate higher education compact of 15 Western states and the U.S. Pacific Territories and Freely Associated States. Since 1953, WICHE has focused on its mission of expanding educational access and excellence for all residents of the West. By promoting innovation, cooperation, resource sharing, and sound public policy, WICHE strengthens higher education's contributions to the region's social, economic, and civic life.

Benefits
WICHE offers a competitive benefits package which includes medical insurance with generous employer contribution to health savings account (H.S.A.), dental, life, and disability insurance; flexible spending accounts (medical and dependent care); 403(b)retirement plan with employer match of 200% on employee contributions up to 5% after six full months of employment; and paid vacation, sick and personal time as well as paid family leave.

WICHE does not discriminate on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status