Administrative Assistant

About the role

The Pepperdine University Counseling Center is a confidential space where students can receive support around a variety of mental health concerns ranging widely in focus and severity. The Administrative Assistant creates a warm and welcoming environment at the Center by offering excellent customer service and sustaining a harmonious ambiance for all who enter. As a Student Affairs staff member, this person serves as a Christian role model to students. By facilitating students' mental health care, this position helps strengthen students so that they are able to make the most of their Pepperdine education, and lead a life of purpose, service, and leadership.

Responsibilities

• Responds to clients' phone, email, and in-person requests for appointments; manages appointment calendar for all clinicians; creates and maintains confidential files for all clients.
• Handles meeting logistics, assists in creating and maintaining data sets, handles general office filing, copying, faxing, mail, and correspondence.
• Collaborates with other staff to manage office supplies; maintains a professional and comfortable office environment.
• Serves on the Residential Emergency Response Team, where members facilitate services and safety for students on campus during major emergencies.
• Supports the Center Director in the management and completion of external requests and deliverables.
• Independently answers standard questions regarding services and policies such as services offered, eligibility requirements, intake procedures, and confidentiality.
• Refers students, parents, faculty, and staff to appropriate resources within the Center, other Pepperdine departments, and community providers.
• Performs other duties as assigned.

Qualifications

• Bachelor's degree.
• Three or more years as an Administrative Assistant.
• Excellent critical thinking skills.
• Ability to establish and maintain cooperative working relationships with (CC and University) staff and Pepperdine faculty.
• Ability to work under pressure.
• Ability to manage frequent interruptions and distractions while maintaining professional composure.
• Facility for organizing and prioritizing multiple and changing tasks to ensure timely deliverables, maintain a smooth process flow for students, clinicians, and other constituents.
• Excellent written and verbal communication.
• Appropriate handling of sensitive matters while maintaining confidentiality and privacy.
• Skilled utilization of resources.
• Genuine commitment to being punctual and maintaining an excellent attendance record.
• Willingness to ask for assistance from other staff.
• Willingness to learn new systems and software.
• Personal faith in Jesus Christ, be actively involved in a local church, and demonstrate support for the Christian mission of the University -- seeking to help students develop lives of purpose, service, and leadership.