Administrative Assistant 3

Position Information

Position Title Administrative Assistant 3 Position Number 123078 Salary Range $28,642.00 - $49,067.00 Hires at Minimum Rate Position Type Classified Staff

Department Information

Ending Effective Date of Temporary Employment Department Counseling Center

Job Duties

Responsibility / Duty

Schedule appointments for counseling center clients and walk them through the online intake process

Assign clients to counselors

Independently screen phone calls and greet walk-ins and make judgement decisions as to qualifying emergencies based on

criteria set for the by Director. Emergencies may include students, faculty, or staff who may be suicidal, homicidal, or

victims of relationship violence or sexual assault

Serve as initial point of contact and obtain information from potential clients to determine severity and time sensitivity for

appointment scheduling

Make appropriate referrals to university and community resources

Create new office forms as needed to provide better service to clients

Maintain confidentiality in regard to all client information

Maintain schedule of shredding inactive client files and supervise student workers during shredding process

Prepare and sign proof of attendance paperwork for students requesting documentation of counseling sessions

Receive confidential information by fax or email and scan to appropriate client files and notify counselors

Develop and maintain proficiency in Titanium software

Percentage Of Time 40 Responsibility / Duty

Prepare and process all purchase requisitions for Counseling Center

Approve and accept requisitions and bids with no dollar limitations

Maintain inventories and prepare and process all employment authorizations using People Admin software and professional

service contracts

Schedule and coordinate individual and group meetings with staff as well as any committees of which the Director is a

member

Support correspondence and data collection related to Counseling Center

Maintain Counseling Center website

Arrange for travel of professional staff including hotel, air, automobile, and conference registration for counselors

Obtain approval of travel and prepare all travel related forms including travel request requisitions, travel advance, travel

expense, student trip insurance, and excused absence forms

Assist members of the department in organization of special events by arranging for speaker travel, reserving facilities,

arranging honorariums, acquiring donations

Design and prepare brochures and flyers as requested for special events, programs, and topics of interest.

Provide such support as listed in this section in addition for specific Dean of Students areas as needed

Percentage Of Time 30 Responsibility / Duty

Maintain schedule for Serenity Space which serves the entire university

Ensure that all equipment is in working order and that users have knowledge of how to safely operate equipment

Purchase supplies and request repairs as necessary

Walk first time users through an orientation and ensure all necessary intake forms are read and signed

Percentage Of Time 15 Responsibility / Duty

Create training manuals for new student employees

Hire, train, supervise, and assign duties to student workers.

Evaluate performance, sign payroll documents, and make recommendations regarding retention of student workers

Other duties as assigned by the Director of Student Wellness and Support Services or VPSA

Percentage Of Time 15

Posting Detail Information

Minimum Experience Required

MINIMUM QUALIFICATIONS:

Two years of experience in administrative services.

EXPERIENCE SUBSTITUTION:

Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

Minimum Education Required Minimum Licenses Required Other Minimum Requirements

Applicants must complete the application in its entirety with an electronic signature and date.

Resumes will not be accepted as a substitute for the application.

If education and employment history are not completed, the application will be disqualified.

Please include any current and previous employment at Nicholls State University. Personnel files are not pulled for application purposes.

Applicants claiming education as a substitution for work experience must have their Official College Transcripts delivered to the Human Resources Department at hr@nicholls.edu or emailed directly to Jennifer.Prejean@nicholls.edu prior to the job closing date. Unofficial transcripts are NOT accepted.

Test(s) Required

No Test Required.

Preferred Education Preferred Experience Preferred Licenses Other Preferred Requirements Physical Demands Employment Year Fiscal Year If Grant Period or Specified Period selected, please specify begin date If Grant Period or Specified Period selected, please specify end date Employment Basis Full-time Proposed Ending Date (for faculty and grant funded positions) Posting Date 09/24/2026 Closing Date 10/04/2026 Special Instructions to Applicants Quick Link for Postings <