Administrative Assistant 3

The Administrative Assistant III serves as a key member of The Wellness Center administrative team. Reporting to the Administrative Services Specialist, this position provides scheduling, registration, customer service, and administrative support for the Wellness Center. This position also provides specific program support to Living Well Services, which provides health promotion, prevention, and wellness programs and services to the campus community. The position contributes to the efficient, effective, and professional operation of The Wellness Center by ensuring exceptional customer service to the University community and providing strong administrative support for the Wellness Center team and Living Well Services.

Duties/Responsibilities

Registration and Reception (50%)

• Serve as a first point of contact for students, patients, clients, visitors, and campus partners by greeting visitors, answering phones, responding to inquiries, and directing individuals to appropriate resources and services. 
• Perform registration functions through accurate collection and verification of demographic information, insurance information, eligibility requirements, and student health entrance requirements. 
• Reschedule appointments and respond to walk-in and telephone requests for services within The Wellness Center. 
• Assist students in navigating the MyHealth&Wellness portal and provide troubleshooting assistance to students and parents in person, by phone, or electronically. 
• Provide support for Wellness Center offices by answering inquiries and facilitating appropriate referrals to campus and community resources. 

Program and Operations Support (25%)

• Prepare, edit, and distribute correspondence, reports, presentations, meeting materials, and other departmental documents. 
• Assist with the development, distribution, and promotion of marketing and educational materials through campus newsletters, social media platforms, digital displays, websites, calendars, and other communication channels. 
• Attend meetings, record minutes, and distribute meeting summaries as requested. 
• Maintain confidentiality when handling personnel actions, departmental records, financial information, and other sensitive materials. 
• Order and maintain office supplies, program materials, and equipment. 
• Monitor and manage office inventories and departmental resources. 
• Coordinate maintenance and servicing office equipment as needed. 
• Coordinate with building management, IT, and facilities teams to address maintenance requests, equipment issues, and workspace needs. 
• Ensure common areas, conference rooms, and workspaces are clean, organized, and properly stocked at all times. 
• Manage incoming and outgoing mail, packages, and deliveries, including courier and shipping arrangements. 
• Provide administrative support for cross-departmental projects, including tracking timelines, milestones, and deliverables. 
• Compile data, summaries, or reports as requested by management. 
• Assist in the development and improvement of office procedures, workflows, and administrative systems. 

Record Management (10%)

• Complete general office functions including data entry, document scanning, copying, filing, processing payments, and maintaining records. 
• Protect confidential patient, client, student, and departmental information in accordance with applicable federal and state privacy regulations and university policies. 
• Maintain educational program databases and generate reports to support assessment, planning, accreditation, and departmental evaluation efforts. 
• Ensure document accessibility prior to distribution. 

Schedule and Meeting Management (10%)

• Plan and coordinate all logistics for internal and external meetings, including room reservations, technology setup (video conferencing, projectors, etc.), and catering arrangements. 

• Prepare and distribute meeting agendas, background materials, and pre-read documents in advance. 

• Attend meetings as required to record accurate and comprehensive minutes, capturing key decisions, action items, and owners. 

• Follow up with attendees post-meeting to track progress on assigned action items and ensure accountability. 

• Coordinate room and space reservations and provide logistical support for meetings, workshops, events, and health promotion programs.

Other Duties as Assigned (5%)

• Supports initiatives, special projects, and operational needs as assigned. 

Requirements

Minimum Acceptable Education & Experience:

• High school diploma or equivalent required. 
• 2+ years of experience in an administrative or office support role, preferably in a healthcare setting. 
• Experience providing customer service and administrative support in a fast-paced environment. 

• Experience coordinating schedules, maintaining records, and managing multiple priorities. 

Knowledge, Skills & Abilities:

• Knowledge of office administration practices, procedures, and business operations. 

• Knowledge of confidentiality requirements and applicable privacy regulations related to health information. 

• Demonstrated proficiency with Microsoft Office Suite applications, including Word, Excel, Outlook, PowerPoint, and Teams. 

• Experience using electronic health records, scheduling systems, databases, or similar software preferred. 

• Experience with Adobe Acrobat and related products preferred. 

• Strong organizational, time-management, and problem-solving skills. 

• Excellent verbal and written communication skills. 

• Ability to prioritize competing responsibilities and work independently with minimal supervision. 

• Ability to establish and maintain effective working relationships with students, faculty, staff, healthcare providers, and community partners. 

• Commitment to providing exceptional customer service.

Applicant Instructions: 

Applicants should be prepared to upload the following documents when applying online within the My Experience: Resume/CV section of the application: (Maximum of 5 Documents - additional documents can be added to the Application Questions section of the application)

• Resume/CV
• Cover Letter

Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed.

The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

Compensation Pay Range:

$16.05 - $26.37

The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations. More information on benefits can be found here:USNH Employee Benefits | Human Resources

Location:

Durham