Counseling Administrative Assistant

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Daily/Weekly Responsibilities:

Receiving and greeting all guests, providing assistance and direction to and communicating effectively with students, parents, faculty and staff, and those seeking information regarding counseling services.
Providing administrative assistance to members of the Counseling Department.
Assisting school and college counselors with scheduling and writing passes for student appointments.
Delivering passes for student appointments for school and college counselors.
Attending weekly school counseling team meetings.
Attending monthly full counseling team meetings.

Programming and Event Coordination– assisting in implementing programs and events sponsored by the Counseling Department through:

Create and maintain a master calendar of events.
Helping coordinate all programs and events, including but not limited to Freshman and Parent Drug and Alcohol Night, Sophomore Wellness Day, Big Brother training, Freshman Orientation, and Teen Mental Health First Aid (tMHFA).
Preparing materials for Big Brother training (Big Brother contact information, dates of importance, and committee assignments), compiling PAY group information for Big Brother phone calls, and ordering Big Brother t-shirts.
Providing student support during Freshman Orientation and ordering lunch for the freshman class, Big Brothers, and PAY teachers for day one of orientation.
Maintaining attendance records for tMHFA; organizing name placards, exit tickets, and students manuals for the duration of the 6-week program; and preparing/printing student certificates upon program completion.
Compiling data and generating computer lists, typing letters and forms, organizing program communications and informational folders, and copying/collating forms and handouts.
Ordering refreshments and buying special supplies for meetings and events.
Assisting with the PAY (Positive Alternatives for Youth) program, including uploading the curriculum and materials in Moodle for PAY teachers by topic and date and preparing PAY teacher materials (either paper or electronic depending on teacher preference) before school starts and Big Brother materials before their August training.
Assisting the College Counseling team with events, including but not limited to College & Career Day for Juniors.
Assisting the School Counseling team with updating and distributing the annual AODA survey and processing results for use at Freshman and Parent AODA Night.
Managing the advisor selection process.

Student Cumulative Folders – developing student cumulative record files for each student which includes the following:

Sending a June mailing to grade schools requesting records for the incoming freshman class.

Keeping a systematic record of standardized test scores, including entrance exam, PreACT, PSAT, SAT and ACT test scores in each student file.
Inserting semester grade reports.
Circulating a personal data questionnaire to all new students to keep in their file and sharing with the student’s advisor.
Updating folders yearly by mailing senior folder contents, including the student’s immunization records, to the parents and moving all other grades to new file locations.
Preparing new folders for the incoming freshman class.

Other:

Maintaining the budget for school and college counseling.
Purchasing materials for events, preparing invoices and professional affiliation renewals, and processing reimbursements for department members.
Ordering department office and kitchen supplies.
Serving as the Skyward specialist for the Counseling Department, including but not limited to mining data, running reports, and uploading confidential memos.
Offering administrative support to the College Counseling team, when needed.
Offering administrative support to the Director of Learning Services & Student Success Coordinator, when needed.
Training cross-departmentally among the College Counseling Coordinator, College Counseling Administrative Assistant, and School Counseling Administrative Assistant positions.
Capable of regularly lifting and maneuvering up to 30 lbs with ease and maintaining physical agility for tasks requiring active movement and stamina.
Fulfilling other duties as assigned by the Director of Counseling.

Technical Skills:

Must be proficient in Microsoft Suite (Word, Excel, PowerPoint).
Experience with Google products preferred (Google Drive, Google Forms, Google Sheets, Google Docs).
Ability to operate standard office equipment (fax machine, copier, poster maker, printer).

Ability to learn and use student data management systems (Skyward and Scoir).

Qualifications

This position requires the ability to deal effectively with students, parents/guardians, faculty, and staff.
Good organization skills, attention to detail, and ability to prioritize workloads to meet deadlines.
Must demonstrate willingness to learn and accept responsibility, take initiative, and be flexible.
Excellent oral and written communication skills, strong interpersonal skills.
Exhibits a high level of confidentiality.
Use sound judgment and work harmoniously with others.
Proficient and accurate typing skills, ability to operate office equipment.
Excellent grammar and spelling.
Four-year college degree is preferred.
Familiarity with Microsoft Word, Excel, Google Docs, Scoir, and student information software such as Skyward, plus other computer knowledge as applied to the position.

SUPERVISION RECEIVED:
This position is supervised by the Co-Directors of College Counseling.
TERMS OF EMPLOYMENT:
This is a 10-month position. This position may require evening and/or weekend work to accommodate deadlines and meeting schedules. It involves the use of computers and office equipment.
WORKING ENVIRONMENT:
This description documents the general nature and level of responsibility associated with this position. It is not intended to be a comprehensive list of all activities, duties, and responsibilities required of incumbents. It is not intended to limit or modify the right of any supervisor to assign, direct, and monitor the work of employees under supervision.

Compensation

Type

Notes

Additional Information

Start Date

2024-08-05

Location

Marquette University High School - Milwaukee (G50)

Department

County

Milwaukee

Job Category

Parishes - Office/Clerical

Employment Type

Full Time

Notes

To Apply

Instructions

How to apply: If you are interested, please email your cover letter and resume to the Human Resources Manager, at jobs@muhs.edu.

Contact Name

Sara Christensen

Address

3401 West Wisconsin Avenue

Milwaukee, WI 53208

christensen@muhs.edu

Phone

4149337220

Fax