Job Title: Office Coordinator – University Counseling Center
Classification: C3
Department: University Counseling Center
Updated: April 2022

Job Summary

The University Counseling Center is the campus mental health unit, providing student-centered psychological services, outreach, and consultation. The office is busy and conveys warmth and professionalism to student clients. The office coordinator is the main greeter and scheduler of client appointments and helps set the tone for the student experience in accessing the Center. The Center is utilized by over 2,000 students per year and provides nearly 11,000 appointments per year. This position coordinates scheduling of client appointments, counselor schedules, and front desk operations to ensure ease of access to services. The center and staff are collaborative, accessible, and service-oriented.

Essential Functions

• Primary scheduler of student counseling appointments; greets students and visitors to the office; triages urgent client needs; ensures smooth functioning of client reception.
• Interacts with clients in-person and via telehealth platform to ensure check-in process is complete.
• Manage/maintain counselor and nurse practitioner schedules (meetings, client appointments, etc.).
• Work collaboratively with support team and counseling staff to ensure efficiency in office procedures and client reception, positive communication between support and clinical team, and general cohesive operations for the center.
• Ability to maintain confidentiality regarding students utilizing counseling services.
• Editing and processing of client forms.
• Responsible for the coordination/completion and the quality of general clerical work for the office which includes answering telephones, scheduling appointments and meetings, providing information or routing calls to appropriate person; routing mail; routing requests for client records; orienting new employees to office procedures; opening/ closing of office.
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and direct individuals to sources of additional information.
• Track and order office supplies.
• Coordinate clerical duties associated with staff searches and new hires.
• Conduct special projects and assignments as directed.
• Assist with special events and functions.
• Other related duties as assigned.

Non-Essential Functions:

Not Applicable.

Required Qualifications

• High school graduate or equivalent.
• Minimum of three years of relevant work experience. 
• Experience with various computer software applications such as Microsoft Office and/or equivalent. 
• Demonstrated experience to successfully operate office equipment. 
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others. 
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Experience in a mental health, medical, wellness or similar setting.
• Enjoys working with people in a service capacity.
• Ability to be calm and composed with distressed parents and students.
• Some college coursework.

Supervision Received

Receives general instruction from a designated supervisor but is generally expected to work independently.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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