Admin Services Specialist

University Counseling Service (UCS) is seeking candidates for the position of Administrative Services Specialist. This key role provides comprehensive administrative support for UCS operations and plays a central part in ensuring the smooth and effective functioning of the department. The Administrative Services Specialist manages the daily activities of UCS support staff supervises front desk operations and develops and implements policies procedures and practices that guide administrative functions.

This position is responsible for coordinating a wide range of departmental processes to maintain efficient workflow and high-quality service delivery. The successful candidate will utilize a variety of toolsincluding Microsoft Office Outlook Teams Zoom DocuSign Excel Qualtrics and SharePointto manage documentation scheduling and communication. They will also oversee scheduling systems in Titanium (EHR) maintain Outlook calendars and facilitate internal and external communications with staff clients and campus partners. A core aspect of this role is providing a welcoming and professional reception for UCS clients and visitors contributing to a supportive counseling environment.

In addition to operational oversight this position collaborates closely with UCS leadership to support the development implementation and assessment of agency policies and procedures. The Administrative Services Specialist serves as the primary systems administrator for UCSs electronic health record system ensuring functionality troubleshooting issues and supporting virtual service delivery. The role also encompasses information and communications management acting as a liaison with campus IT services and other stakeholders to ensure UCSs technological and administrative systems are aligned with departmental goals.

Specific Job Duties & Tasks

• Supervise and manage UCS support staff including front desk operations

• Coordinate daily administrative workflows to ensure efficient delivery of counseling services.

• Serve as the primary systems administrator for UCSs electronic health record system (Titanium) including troubleshooting and system development.

• Utilize office technologies such as Microsoft Office Outlook Teams Zoom DocuSign Excel Qualtrics and SharePoint to manage documentation and communication.

• Facilitate scheduling and reception services ensuring a welcoming and professional experience for clients and visitors.

• Develop and implement policies and procedures in collaboration with UCS leadership to support operational goals.

• Monitor and report on operating expenses verify expenditures and manage financial transactions.

• Support virtual and hybrid service delivery coordinating with campus IT and external vendors.

• Design and manage internal surveys for assessment and feedback using tools like Qualtrics.

• Coordinate internal and external communications including website updates email management and public messaging.

For a detailed job description please email Ruth Appleton at .

About the Division of Student Life

The Division of Student Life is comprised of staff that embrace new ideas and thoughts works together to keep our students safe and provides them with life-changing experiences. The Division of Student Life includes 15 departments that span from Recreation Services to the Office of Leadership Service and Civic Engagement and everything in between. We believe in working together as one team to achieve our mission: fostering student success by creating and promoting educationally purposeful services and activities within and beyond the classroom.