Administrative Assistant

Haverford Offers Great Benefits:
The College offers a comprehensive benefits program that includes possible work-from-home opportunities, automatic 10% retirement contribution to your retirement account upon eligibility (no match required), a 50% tuition benefit for dependent children upon eligibility, 14 paid holidays (including the week before New Year’s Day off), Health Savings Account contribution of $700 for individuals and $1400 for families (no match required), affordable medical plans, and a beautiful arboretum campus with walking trail and easy public transportation access. Please visit the Benefits page (https://www.haverford.edu/human-resources/benefits) for more information.

Work Location: Due to the nature of the work, this position is on-site, and is not eligible for a hybrid work.

About Counseling and Psychological Services
The staff, trainees, and contractors at Counseling and Psychological Services (CAPS) are committed to providing counseling services that honor the needs, strengths, and identities of Haverford’s increasingly diverse student community. CAPS recognizes how structural and systemic racism, societal oppression, and multiple intersectional identities not only have a negative impact on the well-being of our community but also challenge and complicate the models which have historically been used to define “mental health” and to guide treatment. As such, we work to be sensitive and responsive to differing needs that may emerge by not having just one set approach to the therapeutic relationship. Further, we intentionally and actively develop therapeutic practices and services, programming, and training that contribute to the promotion of social justice, inclusivity, and equality. More information can be found at: https://www.haverford.edu/counseling-psychological-services/about/missio....

About the Position
The Administrative Assistant (AA) to the department of Counseling and Psychological Services (CAPS) serves as administrative support and primary point of contact for our day-to-day operations. This involves frequent interaction with both members of CAPS, including senior staff, trainees, and independent contractors; as well as with Haverford students, parents, and various campus stakeholders (i.e. student life division, human resources, business office, and so forth). The AA is centrally responsible for scheduling and coordinating a high volume of appointments for Haverford student-patients with our upwards of 30 clinicians. This requires excellent organizational and communication skills, sound judgment in maintaining confidentiality, and an ability to learn and navigate our electronic record and scheduling system. In addition to scheduling, the AA is responsible for maintaining our clinical waiting room and office supplies, helping to coordinate programming involving both on and off campus presenters, coordinating the onboarding of new hires and contractors, and interfacing with the business office to process frequent reimbursements and payments. The AA is an essential component of CAPS and serves as a crucial resource to staff and students alike. 

Primary Responsibilities

• Schedule students’ appointments with clinical staff (i.e., CAPs counselors, psychotherapists, psychologists) for individual, group, and drop-in sessions, by interfacing with Titanium, our electronic health record and scheduling systems
• Communicate confidentially, clearly, and directly with students and clinical staff regarding appointment scheduling, canceling, and rescheduling
• Communicate respectfully and thoughtfully with students, in a way that holds in mind that they are often experiencing emotional suffering

• Maintain a professional and responsive attitude towards students and other stakeholders
• Participate in the protection of confidential records and the maintenance of such records
• Maintain the waiting room and office spaces in appropriate and inviting fashion
• Onboard clinical trainees, new staff, and independent contractors by collaborating with human resources and informational technology services

• Submit receipts and invoices from independent contractors and staff for reimbursement

• Liaise with other departments in student life as appropriate
• Support service operations and coordination, including review of budget needs and assisting with the annual report
• Partner with other departments as appropriate, including all staff meetings and divisional support staff meetings

Secondary Responsibilities 

• Provide general administrative support for the staff of Counseling and Psychological Services

• Schedule departmental meetings
• Coordinate events, seminars, training, conference, and meeting logistics, including space reservations, catering, registration, and materials
• Answer phone calls and greet visitors
• Draft and send correspondence

Line of Report: The Administrative Assistant reports to both the Director and Assistant Director of Counseling and Psychological Services. 

Minimum Qualifications

• High school degree or equivalent
• Three years of administrative assistant experience; or an Associate Degree and one year of administrative assistant experience

Professional Competencies 

• Effective oral and written communication skills
• Excellent interpersonal skills, with the ability to work effectively with individuals from different backgrounds and with diverse life experiences and learning styles
• Appreciation for the variety ideas of the “good life” 

• Strong organizational skills and ability to prioritize requests and work under pressure
• Ability to quickly learn and adapt to new software platforms
• Demonstrated knowledge of and sensitivity to multicultural and disability issues

Preferred Qualifications

• Five years’ experience in a high-level administrative position in a higher education environment, preferably student facing
• Proficiency in MS Office Suite programs
• Proficiency in computer programs and electronic health records
• Knowledge/understanding of the mental healthcare field, including terminology and service delivery

We are aware that some people are less likely to apply for jobs unless they meet qualifications as described in the job advertisement. We are most interested in finding the best candidate for the job, and recognize that a successful candidate may come from a less traditional career trajectory, and have skills and abilities gained outside a classroom context, or an equivalent skill set. We encourage you to apply and share how you meet the position’s qualifications.

Special Requirements

• Ability to obtain and maintain PA Act 12 background checks

To Apply: Interested applicants are invited to submit an application, to include a cover letter and resume by visiting https://haverford.wd1.myworkdayjobs.com/External/job/Haverford-Campus/Administrative-Assistant_R660. The application deadline is May 26, 2025. Application review will begin after the deadline has passed. Please email recruiting [at] haverford.edu with questions about submitting your materials. Should the search committee be interested in pursuing your candidacy, you will hear from them directly. Finalists will be asked to provide three professional references.

Haverford College is an Equal Opportunity employer committed to diversity, equity, inclusion, social justice, and providing equal opportunities and access to all individuals regardless of race, ethnicity, religion, gender identity, sexual orientation, national origin or ancestry, age, marital status, disability, or veteran status. Women, non-binary and transgender individuals, people of color, Indigenous people, and those with other or multiple historically marginalized and/or underrepresented identities are especially encouraged to apply.

We at Haverford College recognize that we live and work on Lenape land and pay respect and honor to the caretakers of this land, from the time of its first human inhabitants until now, and into the future. We seek to maintain and build upon our current and ever-evolving connections with members of Lenape tribes and communities, in recognition of our intertwined histories and with a goal of moving toward right relationship between the Haverford of today and Lenape peoples.