Administrative Assistant

September 8, 2026
Brooklyn Campus
Counseling and Wellness

Under the direction of the Director of Counseling and Wellness, the Administrative Assistant supports the front-office operations of Counseling and Wellness. The Administrative Assistant serves as the first point of contact for students, staff, faculty, parents, and visitors seeking to engage with the office. Responsibilities include scheduling appointments, maintaining files, coordinating referrals, and directing urgent student concerns to clinical staff. The role is central to creating a welcoming, responsive, and confidential environment for students.

Required Skills and Competencies for Position

  • Ability to work successfully with students and colleagues from a range of backgrounds.
  • Pleasant, courteous, and professional demeanor, with a commitment to high-quality customer service.
  • Foster a welcoming and inclusive environment while responding sensitively to student needs.
  • Maintain the highest level of integrity regarding confidential and proprietary information and exercise professionalism and discretion.
  • Excellent oral and written communication skills, with the ability to communicate professionally, diplomatically, empathetically, and tactfully.
  • Multitask in a fast-paced environment while maintaining strong attention to detail.
  • Work independently and remain self-motivated with limited supervision.
  • Proficiency with Microsoft Office, Google Workspace, and Ellucian, including strong skills in Word, PowerPoint, and Excel.
  • Team-oriented approach with the ability to develop and maintain collaborative relationships with internal and external constituents.
  • Flexibility to adjust the work schedule for occasional evening and weekend responsibilities.

Primary Duties

  • Provide administrative support to the Director of Counseling and Wellness, other Counseling and Wellness staff, and work-study student employees.
  • Respond to telephone, walk-in, and email inquiries and requests; assess and refer urgent calls and situations to clinical staff.
  • Manage intake calls, emails, and the student waitlist, and assist students with intake paperwork.
  • Schedule student appointments using Google Workspace and the office’s electronic medical record system.
  • Provide students, parents, faculty, and staff with general information about Counseling and Wellness services and the limits of confidentiality.
  • Provide approved community referrals to students who prefer to seek care outside of Counseling and Wellness; follow up with students and encourage completion of referrals.
  • Provide administrative support to the Immunization Compliance Manager in processing immunization records, responding to walk-in, telephone, and email inquiries, and collecting and processing required paperwork.
  • Organize meetings, conferences, and special events as requested.
  • Compile and report on key office metrics, including service utilization data, as requested.
  • Represent Counseling and Wellness at campus events.
  • Assist with general office communications, including updates to the office’s website,portal, and social media pages, and collaborate with office staff on programming.
  • Maintain office inventory, submit facilities requests, and manage orders requested by the Director, Assistant Director, Immunization Compliance Manager, and Nurse.
  • Maintain consistent and reliable attendance in accordance with University expectations.
  • Understand and uphold the values, mission, and vision of St. Joseph’s University, New York.
  • Perform other duties as assigned by the Director of Counseling and Wellness.

 

Reports To: Director of Counseling and Wellness

Salary: $35,000 annually (full-time, hourly position)

Application Review: Applications will be reviewed on a rolling basis until the position is filled.

Application Materials: Candidates should submit a resume, cover letter, and list of references to Osdely Castillo, Director of Counseling and Wellness, at [email protected].

It is the policy of St. Joseph's University not to discriminate on the basis of race, color, religion, sex, national or ethnic origin, sexual orientation, gender identity or expression, citizenship, age, disability, genetic information, status as a victim of domestic violence, military status, status as a protected veteran, marital status or status of an individual in any group or class protected by applicable federal, New York State or New York City Law. This policy applies to all terms and conditions of employment, educational programs, admissions policies, financial aid, and all other school administered programs or policies.

The University also provides accommodations for qualified individuals with disabilities in accordance with the Americans With Disabilities Act and applicable state and local laws. If you need an accommodation during the application process or while employed, please contact Human Resources.

Your employment is contingent upon receipt of proof of eligibility to work in the United States. Please note that the Department of Homeland Security (DHS) requires that all U.S. employers complete and retain a current Form I-9 for each individual they hire for employment in the United States, verifying the employment eligibility and identity documents presented by the employee and recording the document information. You will be required to complete your portion of the document, with your documentation verifying your identity and eligibility to work, no later than your third day of employment.