Job Title: Scheduling Assistan
Classification: C4
Department: University Counseling Center
Updated: September 2024

Job Summary

The Scheduling Assistant is responsible for building the scheduling framework for operations in the University Counseling Center. This role works in reception, schedules staff meetings, events, and client appointments, and helps set the tone for student experience in accessing the center. This position works in collaboration, and is cross-trained, with the office assistant to ensure smooth functioning of front-desk reception.

Essential Functions

• Primary scheduler of several types of staff and clinical meetings including center-wide scheduling projects.
• Create and update a comprehensive scheduling framework for the department, ensuring alignment with departmental goals and resource availability to ensure sufficient clinical hours for service demand.
• Periodically review and analyze departmental schedules to identify and resolve potential conflicts, ensuring smooth and uninterrupted workflow.
• Manage and update scheduling placeholders for the department to ensure that online triage scheduling remains consistently available for students, facilitating efficient appointment booking and resource allocation.
• Assist in-person and telehealth reception by greeting clients, scheduling client appointments, and processing forms.
• Aid the clinical services team in strategic thinking around improving scheduling procedures and service delivery systems.
• Ability to maintain confidentiality regarding students utilizing counseling services.
• Responsible for the completion of quality clerical work for the department which includes answering telephones; scheduling appointments and meetings; providing information or routing calls to appropriate person; processing client forms; routing incoming correspondence; routing requests for client records; receiving information in various forms and determining appropriate method of processing.
• Oversee and process interview requests submitted through the online portal, coordinating schedules and communicating with involved parties to confirm appointment details.
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures to clients, parents, and campus community and direct individuals to sources of additional information.
• Perform scheduling tasks and support services associated with preparing arrangements for major meetings, conferences, travel, or other related duties for both internal and external contacts. 
• Coordinate special events and functions.
• Conduct other related duties as directed by leadership.

Non-Essential Functions:

Not Applicable.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• 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.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment. 
• Demonstrated experience to successfully 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 providing scheduling/reception in a mental health, medical, or similar setting.
• Ability to strategically plan scheduling tasks and to organize multiple counselor schedules.
• Ability to be calm and composed with distressed parents and students and during periods of high service demand.
• Ability to successfully multi-task and manage frequent interruptions.
• Enjoyment of a fast-paced and busy client reception area.
• Experience in a higher education setting.
• Associate degree.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated.  Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

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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