Position Summary:

The Administrative Specialist plays an important role in supporting the School of Counselor Education. Reporting to the School of Counselor Education Director and is supervised by Budget Analyst/Office Manager, this position assists with the daily operations of the office, maintaining weekly school meeting agendas, minutes and supporting documents in Google. while providing support to students and faculty ensuring that daily office functions run smoothly and efficiently.

This role is responsible for developing, maintaining, and facilitating efficient admission, registration and budget functions within the School. The Administrative Specialist manages and maintains online applications while coordinating admission procedures for all programs (MA and PhD). Develops and maintains data from Workday reports for enrollment management. This role also assists new students with course registration and provides timely communication to admitted and waitlisted students.

This position supports student recruitment efforts by providing information about programs and services offered. Assists with the registration process of admission and on-going enrollment. This position coordinates hiring student employees as well as school operations and events, including the annual lab residency, while maintaining organized office procedures and a welcoming environment for students, faculty, and campus visitors. Lab residencies will require flexible scheduling which include early morning hours and late evenings two weeks in the Fall and Spring terms.

 

 

Specific Job Duties (Essential Functions and Responsibilities)

• Oversee, coordinate and manages school recruitment initiatives

• Develops, maintains and organizes procedures for admissions materials including receipt, materials tracking, coding, and record keeping.  

• Validate student application materials for completeness, verify transcript to determine  eligibility for admission in accordance with Institutional Policy.

• Admits students by entering admission codes, and information  into the Institution's  Information system.

• Provides student information to Academic Instructional Technology Center requesting access to their online courses in the Institution's Blackboard Management System.

• Manages and coordinates with Senior Academic Advisor to assist with cohort capacity and maintenance of accurate cohort data for reporting purposes.

• Builds and manages courses in Workday for all Counselor Ed programs

• Coordinates School of Counselor Education on campus annual four week labs, including all housing, meal arrangements, and scheduling of the building space.

• Manage housing accommodations communicating effectively with students, clinical faculty and adjuncts regarding residency logistics.

• Implementation of admissions processes for applicants to the doctoral program maintaining communication with applicants throughout the process. Implement and maintain office schedule to provide operational hours from 8am- 5pm Monday through Friday with the exception of Labs which require potential 12 hour days at least 

• Make purchase recommendations and maintain office supplies for academic year operations and School of Counselor Education Labs. 

• Develop/coordinate with Counselor Education Admissions Taskforce to establish protocols, procedures related to admission decisions

• Maintains accurate records and documentation for all school operations including timely processing. Which includes maintaining school weekly school meeting agendas, minutes and supporting documents in Google.

• Manages and maintains school areas, reception areas, counseling lab, classroom spaces and student work spaces.

• Maintain online scheduling of school events and spaces  using Google Calendar

• Answer incoming phone calls, emails and voicemails addressing questions, concerns and referring requests to appropriate school personnel. 

• Process mail  and manage operation of office equipment 

• prioritize tasks while maintaining timely communication 

• Organize and maintain data within both online (Google) and physical files

• Complete the book requirements in faculty portal. Coordinate textbook orders for faculty, adjunct and doctoral students as necessary. 

• Assist with uploading student CECE scores in Workday.

• Assist with securing dorms, housing for students and clinical faculty during Lab residency.

• Coordinate official functions pertaining to on-campus events.

• Coordinate on-campus recruitment and represent School of Counselor Education  at career fairs, provide on-campus tours etc.

• Coordinate with the Senior Advisor and maintain individual student Lab schedules. Assist with time-limited tasks that involve accessing and compiling student information such as student ID numbers, email and addresses.

• Perform other duties as assigned to ensure the needs of the School are met. .

 

Required Qualifications:

• Bachelor's degree and/or 1-3 years of relevant experience

• Excellent written and verbal communication skills.  

• Effective conflict resolution and problem-solving skills, with sound judgement and discretion.

• Strong interpersonal skills with the ability to multitask and prioritize responsibility and respond promptly and professionally to students, faculty, and staff.  

• Ability and willingness to treat others with respect, civility and courtesy in an honest and effective manner that promotes professional discord

 

Preferred Qualifications:

• Demonstrated ability to work collegially and collaboratively with diverse constituents

• Strong technology proficiency with regard to Microsoft Office, Google and willingness to learn institutional programming such as Workday 

• Strong organizational skills for online and physical keeping and scheduling

 

Salary and Benefits:

The salary range for this position is $42,252-48,060 In addition to salary, Adams State University offers a competitive benefits program including medical, dental, vision, disability insurance, flexible spending accounts, life insurance, and retirement savings plans. For detailed benefits information please visit our Human Resources Benefits Page. 

 

How to Apply: 

All interested candidates must submit application materials electronically through Adams State University’s Workday application portal.

 

No other format of application material will be accepted.

 

Completed applications include the following:

• Cover letter

• Resume

• Unofficial transcripts (official transcripts will be necessary at the time of appointment)

• Three professional references, including phone number and email for each

 

For full consideration, applications should be received by July 1, 2025. Review of applications will begin immediately thereafter, and the position will remain open until filled.

 

Questions about the position may be directed to Toni Martinez at tmartinez@adams.edu

  

Adams State University is committed to building and expanding the talent of its professional staff and actively seeks qualified applicants who bring unique perspectives, experiences, skills, and attributes that can augment the perspectives of our current faculty and staff and can contribute to serving and preparing our students to engage and thrive in their learning, leadership, and service.

 

We strive to create a more representative workforce that mirrors the people who study, work, and lead our institution and welcome applications from candidates from all walks of life, especially members of communities who fall within state and federally protected classes such as: women, BIPOC, LGBTQ+ individuals, veterans, and people with disabilities.

 

We value qualified candidates, with varied language skills, who have a record of successful experience with varied communities and student populations, and who have a deep understanding of and commitment to the unique geographical and historical characteristics of the place we are situated in and the intersecting perspectives that define our university being a low-income, first-generation, and Hispanic-serving, rural anchor university. Therefore, we seek individuals committed to intentionally supporting students and colleagues who possess these characteristics through their teaching, service, and scholarship.

 

The successful candidate will join a campus that is dedicated to inclusive excellence and acknowledges Adams State’s purpose to foster the educational goals of its students and the well-being of the surrounding community.

Additional information about the university and the academic mission may be found at www.adams.edu/academics/
 

Disclosures:

In compliance with the Immigration Control Act of 1968 candidates for positions must provide proof of eligibility to work before an offer of employment can be made final.

Adams State University is committed to providing a safe and secure environment for its students, faculty, staff and visitors, and to protecting its funds, property and other assets. Well-informed hiring decisions contribute to this effort. Therefore, Adams State University has adopted a policy on background screening for its prospective, continuing, and returning employees as well as students in certain circumstances. Offers of employment will be contingent upon the completion of an acceptable background check. The information received in response to a background check will be treated as confidential to the extent provided for by law.

 

Title IX of the Education Amendments of 1972 and Part 106 of the Code of Federal Regulations (CFR) prohibits discrimination on the basis of sex, including in admission and employment. Inquiries about the application of Title IX and CFR 106 to Adams State University (ASU) may be directed to ASU's Office of Equal Opportunity, Director Ana Guevara, and/or to the Assistant Secretary for Civil Rights of the Department of Education. Support resources for sexual misconduct, ASU's  sexual misconduct policies, contact information for the Adams State University's Office of Equal Opportunity & Title IX, as well as a detailed  procedure for filing a grievance due to discrimination on the basis of sex may be found online at  https://www.adams.edu/administration/oeo/reporting-sexual-harassment/.  These  procedures also describe the University's response to reports and/or complaints of sex discrimination or sexual harassment.  

 

Adams State University is an Equal Opportunity/Affirmative Action employer. Applications are sought from all qualified persons regardless of race, color, sex, disability, and, as covered by law, veteran status. In addition, University policies prohibit discrimination on the basis of religion, national origin, ancestry, age, sexual orientation including transgender status and gender expression, marital status, and parental status.