What are the responsibilities and job description for the Administrative Assistant, Counseling Department - Ashland Theological Seminary position at Ashland University?
Job Description
The purpose of this position is to provide administrative support to the Counseling Department and the larger Ashland Theological Seminary (ATS) community.
Administrative Support to Director of Counseling:
Administrative Support to Director of Counseling:
- Maintain files current students.
- Facilitate admissions process.
- Coordinate orientation of new students, including compiling Student Handbook and necessary material.
- Assist students as the first line of inquiry, referring to the Director when needed.
- Maintain clear, courteous communication with all faculty and adjunct faculty, answering program questions unless referral to the Director is required.
- Assist in maintaining departmental budget information.
- Organize student community-building activities.
- Maintain database of graduates, employers, and supervisors.
- Disseminate, collect, data report from surveys to graduates, employers, and supervisors.
- Assist with Student Advisory Committee.
- Assist with data collection for CACREP, Annual Assessments, and student surveys.
- Assist with oversight and recruitment of graduate and teaching assistants.
- Maintain record of all student requests for Comprehensive Exam and results for graduation.
- Maintain records in Blackboard.
- Provide students with necessary letters for CT licensure and Graduation.
Administrative Support to Counseling Department:
- Prepare materials as requested for distribution to students and adjunct faculty.
- Facilitate and support the Practicum and Internship Coordinator.
- Provide administrative support to departmental faculty.
- Dictate department meeting notes.
- Help Chi Sigma Iota Facilitator in maintaining program.
Administrative Support to the Smetzer Counseling Center (SCC):
- Monitor SCC telephone, voicemail, SCC email, Hushmail, website.
- Conduct Intakes for potential clients.
- Administrative support to the Director of SCC.
- Assist the counselor trainees with direction in regard to sec protocol.
- Provide information in response to inquiries made about the services the Center provides.
- Collect and deposit fees.
General ATS Duties:
- Screen all incoming call to the main Seminary lines.
- Coordinate orders for supplies.
- Process all deposits for CMHC program.
- Coordination of reservations.
- Monitoring housing email.
- Collection and processing of payments.
- Coordination of maintenance and housing transitions.
- Create work orders for building services and facilities employees.
Required Qualifications
- Minimum of three (3) years administrative experience required.
- Intermediate to advanced computer knowledge, including Microsoft Office.
- Ability to perform duties with respectful communication and behaviors.
- Strong organizational skills and ability to multi-task.
- Ability to relate well to others.
- Ability to represent the Seminary with various constituency groups.
- Ability to work independently and as part of a team.
- Ability to respond to inquiries and requests in a professional manner.
- Ability to embrace the Seminary’s core values in order to provide and promote excellent customer service to ATS community and beyond.
- A hospitable and welcoming presence on the ATS campus.
Preferred Qualifications
Physical Demands
- Works in an office environment primarily engaged in sedentary work.
- Exerting up to 10 pounds of force occasionally to lift, carry, push, pull or otherwise move objects, including the human body.
- Sitting most of the time Walking or standing occasionally. Worker is subject to inside environmental conditions.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee{s) will be required to follow any other job related instructions and to perform any other job related duties requested by any person authorized to give instructions or assignments.
Anticipated Start Date of New Hire
01/01/2026
Anticipated Number of Hours Working per Week
40
Shift Required?
First
Job Duties
Posting Detail Information
Posting Number
S1014P
Number of Vacancies
1
Desired Start Date
01/01/2026
Job Open Date
09/25/2025
Job Close Date
Open Until Filled
Yes
Special Instructions to Applicants
