Administrative Support Associate

About the Role

The Division of Academic & Student Affairs (DASA) is where students discover connections and community. It is where students live, where they gather, where they improve themselves, each other, and their university. DASA is where students seek guidance and support, both in and outside of the classroom. The division serves all students at NC State through three integrated components: academic affairs, student affairs, and University College. The Division of Academic and Student Affairs is the place to work for values-driven faculty and staff who are passionate about promoting the success of the whole student.

The Counseling Center assists NC State students experiencing personal, academic, or vocational problems. The goal of the Counseling Center is to provide students with professional counseling services and outreach to help them cope with issues that may impede successful academic performance. The Counseling Center also offers crisis intervention and psychological/psychiatric assessment, as well as consultation with others who have concerns about the mental/emotional state of NC State students.

The Administrative Support Associate serves as the essential first point of contact for the NC State Counseling Center. This role is responsible for creating a welcoming, supportive environment for students seeking mental health services. The position manages the high-volume "front-door" operations, ensuring that students are triaged effectively, documentation is handled with 100% accuracy, and clinical workflows remain seamless.

Responsibilities

• Student Intake & Triage: Greet students and visitors; discern service needs (routine vs. crisis); assign appropriate paperwork; and coordinate appointments or immediate triage assignments.
• Communication Management: Manage a high volume of incoming calls and face-to-face interactions. Screen inquiries and provide accurate information regarding Center policies, procedures, and standard services.
• Records & EMR Administration: Establish students' files and accurately enter data into Electronic Medical Records (EMR) and scheduling systems.
• Clinical Support: Maintain a thorough understanding of Counseling Center operations to direct students to the most suitable clinical resources or community referrals.
• Operational Optimization: Resolves unprecedented issues and refines center processes through research-based decision-making and a commitment to service excellence.
• Mandatory Emergency Response: Serve as "Mandatory Personnel," assisting the center during adverse weather, medical emergencies, utility failures, or threats of violence.
• Punctuality & Service Continuity: Ensure the center is ready for student access by strictly adhering to the 8:00 AM start time. Reliable and punctual attendance is vital to maintaining seamless front-desk coverage, preventing service gaps, and supporting the clinical team's daily workflow.

Qualifications

• High School Diploma (or equivalency) or demonstrated possession of required competencies.
• Office experience or equivalent combination of training and experience.

Preferred Skills & Experience

• Operational Skills: Exceptional multitasking abilities in a busy team environment and a high degree of accuracy in message-taking and data entry.
• Interpersonal Excellence: Proven ability to remain professional, empathetic, and calm when interacting with students in varied emotional states or during crises. Skilled at de-escalating and resolving issues to meet customer needs.
• Technical Literacy: Strong computer skills; ability to learn specialized scheduling and EMR software. Experience in a medical or college counseling setting is highly preferred.
• Strategic Thinking: Proven ability to analyze unprecedented problems and apply policy-based solutions. Must have a track record of identifying operational gaps and proposing creative, efficient improvements.
• 1-2 years of Medical Office experience or equivalent training.

Work Schedule

40 hours/week, Monday-Friday 8am-5pm, In-Person only.

Pay

$17 - 20/hour

Benefits

• Health Insurance for Temporary Employees
• Enhance your career with LEAD courses
• Attend non-revenue generating sporting events for free
• Attain Work-life balance with our Childcare discounts, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community