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Administrative Assistant - Graduate Programs (Nursing and Mental Health Counseling)

Company: St. John Fisher College
Location: Rochester
Posted on: February 10, 2024

Job Description:

Position Details

Posting Summary

Position Title
Administrative Assistant - Graduate Programs (Nursing and Mental Health Counseling)

St. John Fisher University is an independent, liberal arts institution that provides a transformative education to approximately 3,800 undergraduate, master's, and doctoral students each year. Across its five Schools, Fisher offers nearly 40 majors in the humanities, social sciences, natural sciences, business, education, and nursing; 11 pre-professional programs; and master's and doctoral programs in business, nursing, education, pharmacy, and public health. The University's residential campus boasts a robust living and learning community and a successful intercollegiate athletics program. Fisher is a community where all are welcome, regardless of religious or cultural background.
The University continues to honor its founders, the Congregation of St. Basil, by embracing their motto, "Teach Me Goodness, Discipline, and Knowledge." We are located in Pittsford, N.Y., seven miles outside of the city of Rochester. The campus is situated on 164 park-like acres-a beautiful setting for a warm, friendly campus community.

Job Responsibilities
The administrative assistant will report to and provide support for the Mental Health Counseling Graduate Program and Graduate Nursing programs.

Job Responsibilities:
All Graduate Programs
1. Following customer service guidelines, insure the welcome of all visitors (SJFC staff, students, outside visitors) to the Dean's Suite. Greet and inquire as to the purpose of the visit and make visitors comfortable. Support and assist as appropriate visit.
2. Provide support for WSON leadership in collaboration with other Administrative Assistants.
3. Liaison with other key offices on campus (e.g.: Graduate Admissions, Registrar, Facilities, Academic Affairs, Library, Bookstore, etc.)
4. Support Program Chairs/Directors for semester program scheduling, registration issues, and special room reservations for semester.
5. Work with program leadership and Transfer and Graduate Admissions to coordinate admissions process in the graduate programs. Manage application files, set up interviews, and maintain spreadsheets, primary contact person for both the applicant and Transfer and Graduate Admissions (MHC, MS and DNP).
6. Organize special events as appropriate including mailing and receiving acknowledgements, arrange for parking and catering as needed.
7. Create and maintain accurate student data base (e.g. Banner, Typhon), records (alumni and current), and email distribution lists.
8. Maintain accurate database of students and other required data for accreditation/state and grant requirements.
9. Liaison with clinical site coordinators and internship coordinators to insure that the graduate programs comply with any special requirements of students prior to beginning their practicum/internship.
10. Accreditation Support CACREP and CCNE
a. Support the Assistant Dean to compile and maintain materials for required documentation/reports per accreditation guidelines.

11. Administrative Support Duties
a) Answer phone and provide information to prospective students. Refer students as appropriate.
b) Provide telephone coverage for the Dean and Associate Dean phones between hours of 4 pm -5:30 pm during fall and spring semesters.
c) Update Dean and Associate Dean calendars as appropriate.
d) Maintain calendar for Program Chairs/Directors and make appointments.
e) Support graduate faculty by maintaining accurate student files, assisting with photocopying etc.
f) Provide accurate minutes of Graduate Program Committee meetings: MHC, Nursing.
g) Support Advisory Board annual meetings and provide accurate meeting minutes.

Mental Health Counseling
1. Maintain the Mental Health Assessment Library.
2. Select and supervise MHC work study student.
3. Monitor MHC training lab and provide technical support/assistance to students including sign-up procedures for use of training lab.
4. Provide support to Director of Clinical Internships.
5. Obtain site supervisor qualifications form and update when license/certification expires.
6. Schedule site supervisor meetings and on-campus training sessions for site supervisors.
7. Prepare honorarium reimbursement forms for preceptors and/or organizations at end of each semester. (All spring honorariums forms must be completed and submitted prior to May 31, the end of the budget year).

1. Provide administrative support for clinical site placement assignments in collaboration with Gradate Program leadership and Graduate Clinical Site Coordinator.
2. Prepare and distribute graduate clinical site placement information for preceptors and students.
3. Prepare honorarium reimbursement forms for preceptors and/or organizations at end of each semester. (All spring honorariums forms must be completed and submitted prior to May 31, the end of the budget year).

Education / Experience
* A.A.S. Degree in business, office management or similar degree and/or 2+ years of relevant office experience;
* Experience working in a team environment. Must be a team player and have a willingness to be flexible in the workplace.

Competencies / Skills

Supervision of Employees

Work Environment
Well-lighted, well ventilated, pleasant work area.

Equipment to be Used
Equipment to Be Used:
MS Office Suite (Excel, Word, Outlook, PowerPoint),
Skills with document imaging
Strong skills in creation, maintenance and integration of data base information for the purposes of documentation, course forecasting and scheduling-
-Desktop Publisher
- Banner (data warehouse for all functional areas across campus)
- Fax
- Printer
- Copier
- Telephone

Work Hours
Work Hours:
Monday thru Friday 35 hrs. per week
12 month position 8:30 am - 4:30 pm during fall and spring semester. University Summer Hours: May through August

Special Conditions for Eligibility

EEO Statement
It is the policy of St. John Fisher University to provide Equal Employment Opportunity to all employees and applicants for employment in accordance with the applicable federal, state, and local laws governing non-discrimination in employment in each locality in which the University has employees.

The University does not discriminate against applicants or employees in hiring, promotion, termination or the terms and conditions of employment on the basis of race, color, religion, gender, sex, perceived sex, gender identity, gender expression, the status of being transgender, sexual orientation, national origin, citizenship, age, disability, marital status, military status, veteran status, predisposing genetic, characteristics or genetic information, arrest or conviction record, status as a victim of domestic violence, or any other characteristic protected by law.

The Title IX Coordinator is the designated University official with primary responsibility for coordinating compliance with Title IX and related federal and state laws. The Title IX Coordinator, Meg Flaherty, Ph.D., can be reached by phone (585-385-8232), email (, in-person in Campus Center 206, or outside of business hours by contacting the Office of Safety and Security (585-385-8111).

Work Location
3690 East Ave., Rochester, NY 14618


Salary / Hourly Range

The salary range for this role is set based on a variety of factors, including but not limited to internal equity, qualifications, experience, and education. The above hiring range is one component of the University's competitive Total Rewards package which can be viewed

Posting Detail Information

Posting Number

Desired Start Date

Open Date

Open Until Filled

Special Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

  • Resume
  • Cover Letter
  • 3 References

    Optional Documents

Keywords: St. John Fisher College, Rochester , Administrative Assistant - Graduate Programs (Nursing and Mental Health Counseling), Administration, Clerical , Rochester, New York

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