Administrative Coordinator for Counseling Services

California, United States
25 Jun 2019
End of advertisement period
25 Aug 2019
Contract Type
Full Time

Job Summary

Under the general direction of the Executive Director of Student Wellness Services, and reporting to the Office Administrator, the Administrative Coordinator provides support and administrative assistance for Student Wellness Services including data/statistics reporting, billing, secretarial and receptionist duties. The Administrative Coordinator primarily supports Counseling Services, but is able to perform necessary functions for Health Services when required.

Job Duties

  • Performs range of secretarial duties including answering phones, taking messages, greeting students, and assisting staff with scheduling and preparation for outreach
  • Maintains clinician schedules, updates client information, and ensures accuracy of patient registration in Electronic Health Record software (Point and Click)
  • Compiles and maintains statistics related to service utilization, staff time use, and any other data management, as requested
  • Creates reports, charts, graphs, correspondence, and presentations from data/statistics
  • Maintains forms, documents, brochures, and other printed and web-based materials
  • Coordinates satisfaction survey invitations and compiles results for reports
  • Coordinates staff schedules, time-off calendar, and supports Office Administrator in timekeeping
  • Prepares staff meeting agendas
  • Arranges travel, and orders office supplies and equipment
  • Supports Office Administrator in payment requests, invoices, PTA deposits, and other accounting tasks
  • Monitors PCard activity and reconciles accounts/reports, and maintains Counseling Services petty cash
  • Assists the Executive Director of Student Wellness Services with special projects
  • Maintains non-judgmental and confidential handling of student information, including communications and correspondence with clients or patients, deans, staff and faculty
  • Adheres to policies and procedures regarding office workflow, privacy and security, and day-to-day office operations
  • Other duties as assigned

Basic Qualifications

  • Associate Degree or equivalent with 3+ years of progressively responsible administrative/clerical experience
  • Proficient computer skills including Microsoft Office suite (Excel, Word, PowerPoint Office), etc.
  • Demonstrated ability to work independently and multi-task in a busy office environment, while also being open and responsive to direction and feedback
  • Excellent customer service skills, including ability to work with students around sensitive medical and psychological health information with a caring and professional demeanor

Preferred Qualifications

Knowledge of Electronic Health Record software (Point and Click)

Required Documents