Administrative Secretary - Counseling Center

Alabama State University invites applications to fill the position of Administrative Secretary for the University Counseling Center. The selected candidate, under the direct supervision of the Director, will provide comprehensive administrative and operational support to ensure efficient daily functioning of the Counseling Center. This position plays a key role in front desk operations, student engagement support, communication efforts, and supervision of student staff. The Administrative Secretary must handle confidential and time-sensitive materials with discretion, communicate effectively with students, faculty, staff, and external partners, and ensure all duties are completed accurately, professionally, and in a timely manner. A strong reliance on experience, sound judgment, organization, and initiative is essential.

Duties and Responsibilities:

• Ensure consistent front desk coverage and serve as the primary point of contact for visitors, students, and callers
• Screen and route incoming calls; record messages and respond or redirect appropriately
• Coordinate and maintain the front desk and office coverage schedule
• Supervise and provide oversight to student interns, work-study students, and front desk assistants
• Assist with the creation, coordination, and distribution of flyers, outreach materials, and social media announcements in collaboration with Counseling Center staff
• Schedule meetings, appointments, and events for Counseling Center staff as needed
• Take minutes at departmental meetings and prepare correspondence, reports, and other documents
• Proofread materials to ensure accuracy and professionalism
• Input purchase requisitions and monitor progress through completion
• Receive, open, sort, and distribute incoming mail and deliveries
• Maintain organized and confidential files, both physical and electronic
• Assist with tracking departmental supplies and submitting purchase requests
• Report facility or maintenance issues as needed
• Support office operations by ensuring a welcoming, professional, and organized environment
• Perform other related duties as assigned to support Counseling Center operations

An associate degree in Secretarial Science, Office Administration, or a related field with at least one (1) year of administrative or secretarial experience is required; or a certificate in Secretarial Science with at least two (2) years of administrative or secretarial experience. A typing proficiency exam of 40 net words per minute is required.

Typing proficiency results must be submitted to the ASU Office of Human Resources by the closing date. Proficiency exams administered by ASU's College of Education, and state Career Service Centers are accepted. You may contact the College of Education by calling (334) 229-4632 or email rbell@alasu.edu to schedule a typing proficiency exam, or contact your local career center for an appointment.