Administrative Assistant / Administrative and Office ...

Location: Farmville, VA Category: Classified Posted On: Thu Sep 18 2025 Job Description: Longwood University invites qualified applicants to apply for the position of Administrative Assistant / Administrative Office Specialist III (00216), who will serve the Department of Counseling and Psychological Services (CAPS). This critical role requires the skills and creativity to share our team's commitment to excellence in working collaboratively both within the center and across the campus. This position supports the operational functions of CAPS, ensuring that daily operations are efficient, student-centered, confidential, and well-coordinated, and provides administrative support to the Associate Vice President of Health and Well-Being/Director and clinical staff including Counselors-In-Training (CITs). The Administrative and Office Specialist regularly interacts with students, members of the campus community, and off-campus partners. With a high level of discretion and confidentiality, as well as sensitivity, this position assists students who may be in distress and are in need of being scheduled with a counselor/psychologist in CAPS. In addition, the Administrative and Office Specialist takes appropriate actions to support a diverse workforce and participates in Longwood's efforts to create a respectful, inclusive, and welcoming work environment. This position is located in Farmville, Virginia, and is required to work in person on Longwood University's campus. Core Responsibilities: Clinical Reception: * Provide information to students, faculty, and staff about mental health services offered and how to access care * Encounter students by phone, email, or in-person in a professional manner * Schedule appointments for the team of clinical providers Administrative Support: * On a daily basis, evaluate the workload and decide the priority for timely completion of tasks * Manage the electronic health record system (Titanium Schedule) and run reports * In collaboration with the Director, manage the departmental office budget and grant budget (s) including bimonthly expense reports * Process all travel requests * Provide administrative and technical support for projects, staff searches, and onboarding new hires * Schedule meetings and coordinate the on-call rotation for clinical staff * Prepare staff meeting agendas, record and archive minutes, and send out action items lists * Coordinate event logistics * Assist with management of Watermark Planning and Self-Study * Oversee website and publication updates * Performs other duties/functions as requested Job Requirements: * High School diploma; Associate degree preferred * Strong customer service, interpersonal, and written and verbal communication skills * Demonstrated organizational and time management skills including strong attention to detail and ability to function in a fast-paced clinical environment * Experience or commitment to working with a diverse community * Demonstrated willingness or experience in respectfully encountering the public, understanding and promoting client rights, and communicating discreetly and confidentially * Working knowledge of basic medical or mental health clinic, operations, techniques, equipment, and terminology or willingness to learn * Experience with scheduling and the ability to learn and utilize new software and technology tools * History of progressively responsible administrative experience preferred * Experience working in a medical or mental health setting preferred Additional Information: This is a full-time, classified, non-exempt position in pay band 3. Salary will be commensurate with experience. Commonwealth of Virginia benefits accompany this position. A successful fingerprint-based criminal background investigation is required. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply. Commonwealth of Virginia benefits accompany this position to include: * State health and dental benefits & flexible spending accounts * Paid leave (which may include sick leave, personal leave, annual leave, etc.), and 13 holidays * Retirement savings plans (some with limited employer match available (VRS)) * Life & Long-Term care insurance * Employee Assistance Program * Employee discounts for various services, including Verizon. * Educational benefits for most employees * Cost-effective Fitness Center membership for employees In compliance with the Americans with Disabilities Act (ADA), Longwood University will provide, if requested, reasonable accommodations to applicants in order to provide access to the application and/or interview process. You are not required to note the presence of a disability on your application. If, however, you require accommodations in the application and/or interview process, please contact the Office of Human Resources at 434-395-2074 or . Per CFR: Title 34, the Title IX Coordinator's contact information can be located through this link . A diversified workforce is an important part of our strategic plan. EOE/AA

Created: 2025-09-24