Overview
Counseling Administrative Assistant Jobs in Waupun, WI at Waupun Area School District
Please see Special Instructions for more details.
This position will be available for hire on July 1, 2025 and hires at the minimum rate.
Special Instructions
Nicholls State University adheres to the equal opportunity provisions of federal civil rights laws and regulations that are applicable to this agency. Therefore, no one will be discriminated against on the basis of race, color, national origin (Title VI of the Civil Rights Act of 1964); sex (Title IX of the Educational Amendments of 1972); disability (Section 504 of the Rehabilitation Act of 1973; or age (Age Discrimination Act of 1975) in attaining educational goals and objectives and in the administration of personnel policies and procedures. Anyone with questions regarding this policy may contact Alison Hadaway, SHRM-CP, Director of Human Resources at 985-448-4041 / [email protected] / P.O. Box 2105, Thibodaux, LA 70310. For anyone needing ADA Accommodations, please contact Brian Clausen, Director of Environmental Health & Safety at 985-448-4783 / [email protected]
Position Details
Position Information
Position Title
Administrative Assistant 3
Position Number
028822
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
Allied Health Sciences
Job Duties
Responsibility / Duty
Serves as confidential administrative assistant for the Department Head of Allied Health
Sciences.
Serves as the administrative assistant for the all faculty and adjunct instructors in Allied Health
Sciences.
Serves as initial contact for all incoming telephone calls and visitors to the Department of Allied Health. Effective screening and routing of phone calls which includes determining and evaluating the urgency of the matter in question and whether to handle them personally or refer them to the appropriate person on campus requires excellent communication skills.
Has authority to sign for department head in his/her absences on matters not needing direct attention.
Answer questions regarding office policies, procedures, and services on a daily basis.
Types departmental correspondence from department head to individuals, community agencies, professional organizations, College faculty, staff and students regarding administrative matters, reports, forms and other documents with minimal supervision.
Helps faculty with exams, copying & scanning, shredding, and mail outs.
Request desk copies of textbooks for departmental faculty from book publishers as needed.
Maintains, organizes, and updates all office files and reference material, including those kept on computer, as that they can be accessed by department head and faculty.
Activate and maintain student files.
Interpret institutional academic regulations, policies and procedures for office, staff, external academic and administrative personnel, students and public.
Percentage Of Time
35
Responsibility / Duty
Facilitate internal processing for graduation certification and coordinate all preparations for degree Audit processes for the Department of Allied Health.
Implement, manage and update the degree-audit processing with responsibility for the logical coding of the BANNER system. This requires a high degree of accuracy. Thinking systematically is required.
Inputs course substitutions and waivers into the BANNER system.
Prepares and submits official graduation candidate lists for graduation dates in December, May, and July; notifying those candidates who do not meet graduation requirements that they will not graduate.
Verify minors for graduate candidates.
Maintain supply of all necessary student related forms.
Assists students with transcripts, class scheduling, etc.
Percentage Of Time
25
Responsibility / Duty
Completes a thorough inventory of all AHS department equipment on an annual basis. Prepares paperwork for transfers or surplus of equipment.
Generates R2’s for adjunct faculty and faculty overloads each semester. Generates R1’s for new faculty.
Reviews and prioritizes mail; initiates action on requests or matters not requiring the department head’s direct attention.
Independently executes processing of paperwork requiring the signature of the department head.
Generates and maintains affiliated agreements for the Allied Health Sciences MCND (Master of Science in Clinical Nutrition and Dietetics Leadership, Dietetics Internship program and Communicative Disorders concentration.
Monitors department budget. Enters electronic requisitions for supplies in Banner and/or purchases supplies with University p-card.
Generates faculty travel request then completes travel expenses upon completion of travel. Prepares paperwork for state vehicles for department head and faculty.
Complies schedule of classes each semester for all Allied Health programs. Assigns classrooms for each course and enters class schedules into the Banner system.
Registers students each semester and assists in resolving scheduling conflicts.
Responsible for making all changes to course information such as room changes, adding extra classes when needed, instructor changes, and canceling classes.
Updates Allied Health student advisor records in Grades First.
Percentage Of Time
25
Responsibility / Duty
Serves as recording secretary for department meetings.
Makes sure all office equipment, faculty/staff computers and printers are in working order and calls for repairs as needed.
Runs department errands on and off campus.
Cleans Allied Health Department office suite weekly (dust, vacuum, and take out garbage)
Shreds confidential material and tests and keeps secure at all times.
Consults with the department head, all program coordinators and faculty to assure smooth operation of the department.
OTHER ASSIGNED DUTIES:
Perform any duties as assigned to ensure that all matters are handled properly and in a timely manner according to Nicholls State University policies and procedures.
OFFICE EQUIPMENT USED:
Computer – Telephone
Copier – Fax
Calculator
CONFIDENTIALITY:
Ensure adequate procedures for protecting the security, confidentiality and integrity of University records which may include student records.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to fingers, handle or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, climb, or balance, as well as stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee frequently works near moving mechanical parts. The employee is occasionally exposed to risk of electrical shock. The noise in the work environment is usually moderate
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 [email protected] or emailed directly to [email protected] 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
06/11/2025
Closing Date
06/22/2025
Special Instructions to Applicants
This position will be available for hire on July 1, 2025 and hires at the minimum rate.
Supplemental Questions
Required fields are indicated with an asterisk (*).
* AEI: Rate your ability to act with ethics and integrity based on our definition: The ability to be consistent, honest, and a trustworthy steward of State resources.
1= I have no experience and/or am uncomfortable acting with ethics and integrity
2= I have limited experience or require assistance to act with ethics and integrity
3= I can act with ethics and integrity
4= I can act with ethics and integrity and help others improve their ability to act with ethics and integrity
* AEI: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
* CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.
1= I have no experience and/or am uncomfortable communicating effectively
2= I have limited experience or require assistance to communicate effectively
3= I can communicate effectively
4= I can communicate effectively and help others improve their communication
* CE: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
* FC: Rate your ability to focus on customers based on our definition: The ability to serve the needs of those who support and/or rely on the services provided.
1= I have no experience and/or am uncomfortable focusing on customers
2= I have limited experience or require assistance to focus on customers
3= I can focus on customers
4= I can focus on customers and help others improve their ability to focus on customers
* FC: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
* TCr: Rate your ability to think critically based on our definition: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
1= I have no experience and/or am uncomfortable thinking critically
2= I have limited experience or require assistance to think critically
3= I can think critically
4= I can think critically and help others improve their ability to think critically
* TCr: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
* BST: Rate your ability to build and support teams based on our definition: The ability to combine your actions and efforts with others to work toward achieving a common goal.
1= I have no experience and/or am uncomfortable building and supporting teams
2= I have limited experience or require assistance to build and support teams
3= I can build and support teams
4= I can build and support teams and help others improve their ability to build and support teams
* BST: Explain your rating by providing specific and relevant examples in the box below.
(Open Ended Question)
Documents Needed to Apply
Required Documents
Optional Documents
Resume/CV
Cover Letter
Names and Contact Information for a Minimum of THREE References
Letter of Reference 1
Copy of Transcript
Other Document
Other Document
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Title: Counseling Administrative Assistant
Company: Waupun Area School District
Location: Waupun, WI
