Counseling Center Office and Operations Coordinator

About the role

The Counseling Center Office and Operations Coordinator supports the daily operations of the Counseling Center. This role functions as administrative support as well as a liaison for students seeking support in the counseling center.

Responsibilities

• Manage clinician schedules, appointment changes, cancellations, waitlists, and follow-up communications with students to ensure timely access to services in collaboration with clinical staff of counseling center.
• Cookout logistical support for Counseling Center outreach initiatives, psychoeducational workshops, groups, marketing, and campus programming.
• Provides an accepting, safe, and nurturing environment for students seeking counseling.
• Interact with students using professionalism, empathy, and appropriate boundaries while maintaining a student-centered approach.
• Maintain strict confidentiality of all student records and protected information in accordance with applicable privacy regulations and institutional policies, including HIPAA and FERPA where applicable.
• Respond appropriately to inquiries from parents, faculty, administrators, and others while protecting student confidentiality and communicating within applicable privacy guidelines.
• Serve as the operational support resource for Counseling Center clinicians by monitoring clinic flow, preparing materials, and communicating urgent operational concerns.
• Utilize effective helping, communication, and de-escalation skills when interacting with students, families, faculty, and staff while recognizing circumstances requiring consultation with licensed clinical staff.
• Exercise sound judgment, professionalism, and situational awareness in a fast-paced clinical environment.
• Maintains appointment calendars on Medicat. Update Medicat as necessary for, scanning student documents as well as run reports as requested.
• Affords logistical arrangements for counseling outreach programs.
• Performs secretarial and related duties to assist and relieve professional staff. Arranges meetings for all professional staff as well as conference and travel arrangements.
• Takes responsibility for the center “spaces” including reception area, offices, and restock supplies as needed. Monitors and submits updates for Wellness Center website.
• Uses critical and independent thinking to determine whether a student needs a counseling intervention immediately, needs a counseling appointment within 48 hours, or can wait the typical time for an appointment (3-7 days).
• Also, applies same level of judgement and thinking to take the initiative to check with the licensed clinical to verify judgment if needed.
• Collaborate closely with the Medical Services Operations Coordinator to support integrated operations across the Health and Wellness Center.
• Electronic Records Manager Support for Electronic Health Records (EHR) functioning for counseling staff.
• Create and maintain/update manual for each position within H&W Counseling Center relating to the EHR system.
• EHR Medicat-point person in clinic for daily operational issues-submit tickets, support staff with fixing EHR issues, identify and work to solve EHR issues.
• Support management of Medicat EHR portal-ensure open and closing of portal during clinic times of academic year, ensure up to date information present in portal, manage portal related issues.
• Aid in statistical reports for quality management.
• Bookkeeper responsibilities: (in collaboration with medical services as needed.) Reconciling credit card expense reports and working with staff to track and reconcile budget.
• Aids in the monitoring Counseling and Wellness Center budgets as well as request any check requests, stipends or reimbursement request for staff.
• Manages Bursar uploads for Counseling Center.
• Aids in the reconciliation of credit card statements by ensuring receipts uploaded with budget line.
• Oversees ordering office supplies, furniture, and computer parts or accessories.
• Maintains professional development funds and providers' licensure information.

Qualifications

• Bachelor's Degree in mental health related area and case management related work experience.
• Experience working in behavioral health, counseling, healthcare, higher education, or another human services environment preferred.
• Ability to function in a fast paced and complex environment with an extraordinary ability to remain calm and project a welcoming and supportive presence.
• Excellent written and communication skills.
• Detail oriented with excellent organizational skills.
• Computer competency in Word, Excel essential, Google and Medicat (electronic medical record system) preferred.
• Experience in office work duties such as scheduling appointments, filing, handling referrals and phone calls.