Office Coordinator, Counseling Services

The Office Coordinator provides welcoming front-office service and administrative support for Counseling Services, including scheduling appointments, providing service and referral information, maintaining confidential records, and coordinating staff communication. The coordinator assesses initial student concerns to identify emergency needs and follows established crisis-response guidelines. Additional responsibilities include budget monitoring, purchasing, expense processing, and supply management.

Reception - 25%
- Perform administrative functions for the Counseling Office and provide administrative and clerical support to staff while maintaining professionalism.
- Greet callers and visitors
- Schedule appointments for students and counselors
- Assist counselors and students with routine paperwork
- Assist students with utilizing computer-based programs
- Communicate professionally with students, faculty, other departments, and the public on a regular basis, both orally and in writing.
- Use required department and legal compliance forms correctly, including Release of Information and Parental Consent forms. Maintain the knowledge needed to complete these forms accurately.
- Use Microsoft applications, Titanium, and other department software to complete administrative tasks. Use e-procurement to access department budget progress reports and submit requisitions.

Assessment - 25%
-Respond to crisis situations by following established guidelines to ensure students' emergency needs are addressed.
-Determine whether a student needs emergency assistance through an initial assessment of the severity of the student's concerns.
-Immediately follow established procedures for notifying counselors and facilitate communication between students, counselors, emergency personnel, and others as instructed. Maintain an understanding of these procedures.
-Follow established protocol for taking appropriate action and notifying designated personnel/departments during threatening situations
-Exhibit timely follow-through on requests from private physicians, vocational rehab, or other professional facilities requesting information necessary to determine continued medical care and/or other accommodations for students.
-Notify counseling staff and/or the consulting psychiatrist of routine or crisis information received by phone, fax, or mail concerning a student's immediate well-being, counseling, and/or psychiatric therapy. Share this information so those professionals can determine further treatment options for the student.

Administrative Support - 25%
-Schedule counseling appointments for students
-Manage student files and information
-Maintain confidentiality and discretion
-Assist students with a range of concerns in a composed, professional, and courteous manner. Provide helpful information about available counseling services, appointments, and off-campus referrals, and answer other general questions.
-Exhibit a good understanding of the Titanium scheduling program and
utilize it to monitor and report activity related to student appointments (cancellations, no-shows, rescheduled appointments, psychiatric evaluations, crises, individual and group counseling sessions, etc.) and provide summary and printed reports as needed
-Develop and maintain an understanding of HIPAA and FERPA laws and GCSU policies regarding confidentiality
-Retain and/or purge confidential files in a manner consistent with department guidelines and the GCSU Records Retention Policy.
-Maintain files in electronic and hard-copy formats.

Inventory - 10%
-Maintain adequate office supplies and materials for department use
-Conduct periodic inventories and maintain adequate office supplies as needed
-Initiate professional contact with other departments or off-campus vendors to purchase items and/or services as needed and ensure timely follow-through.
-Exercise sound judgement and fiscal responsibility when purchasing materials and/or services for department use
-Remain apprised of procedure revisions and requirements for
processing invoices for prompt payment and renewing software licensing contracts, and renewing office equipment maintenance contracts as required for continued service and timely processing
-Use the e-procurement program to submit requests and maintain the knowledge needed to do so.

Budget - 10%
-Manage the Counseling department's operating account.
-Exhibit a basic understanding of the function of the department's operating budget
-Access budget and other information through regular, extensive use of the e-procurement system.
-Stay informed about policies and procedures, revisions, and other information received from Financial Services. Use this information to comply with GCSU guidelines and accounting practices.
-As requested, provide printed budget summaries and an overview of expenses by category.
-Monitor accounts, balances, and expenditures on a regular basis and inform the director of any discrepancies.
-Take initiative to follow up with appropriate personnel/departments to resolve any errors in a timely manner.
-Process and submit invoices, travel and reimbursement requests, and other pertinent documents in a manner that is in compliance with GCSU financial services and accounting guidelines.
-Initiate professional contact with off-campus vendors to purchase items and/or services as needed
-Maintain accurate, organized department expense records, including invoices, canceled items, and other relevant information. Keep these records accessible to support efficient and accurate processing.

Other - 5%
-Other duties as assigned

Assist with at least three student events or programs per semester outside regular business hours, as required of all Division of Student Life employees. Non-exempt employees must obtain their immediate supervisor's approval before providing event service and coordinate appropriate adjustments to their normal work schedule to accommodate these hours.
Examples of events/programs that satisfy the event service requirement include, but are not limited to, the following:
Fall - Week of Welcome, Move-In days, Family Weekend
Spring - Homecoming, Spring Concert, Family Day, preview days, and Junior Day.
The specific list of eligible events/programs for each semester will be maintained and communicated by the Office of the Vice President for Student Life.

Educational Requirements
High school diploma or equivalent.

Required Experience
At least three years of related experience.

Additional Preferred Qualifications
• Experience providing front-office or administrative support in a college, counseling, healthcare, or other service-focused setting.

• Experience scheduling appointments, maintaining confidential records, and responding to sensitive inquiries with discretion and professionalism.

• Experience using Microsoft Office applications and electronic scheduling or recordkeeping systems, such as Titanium or a comparable platform.

• Experience with purchasing, invoice processing, budget tracking, or office supply management.

• Familiarity with confidentiality practices related to student or health records, including FERPA or HIPAA.

• Experience following established procedures to respond to urgent concerns and notify appropriate personnel.

This position is a pay grade 6. The available salary range is $35,441 to $50,000. Starting salary within this range is based on relevant years of experience.

For more information about GCSU compensation practices, click here: https://www.gcsu.edu/humanresources/pay-grade-structure.

• Resume
• Cover Letter
• References

ABILITIES
Maintain confidentiality, exercise discretion, and work professionally with students, staff, faculty, vendors, and the public.

Remain composed during urgent situations, follow established response procedures, and promptly notify appropriate personnel.

Prioritize competing requests, adapt to changing needs, and work independently and collaboratively within established procedures.

Learn and apply department software, service and referral information, and university procedures.

KNOWLEDGE
Office procedures, appointment scheduling, and electronic and paper recordkeeping.

Confidentiality practices and applicable department and university requirements for handling student information, including HIPAA and FERPA.

Basic budget tracking, purchasing, invoice processing, and inventory management.

SKILLS
Clear oral and written communication, active listening, and courteous customer service when responding to routine and sensitive inquiries.

Organization, attention to detail, and time management to coordinate appointments, maintain accurate records, and complete timely follow-up.

Use of Microsoft Office applications and electronic systems to enter information, prepare reports, and support daily operations.

This is not a supervisory position.
This position has financial responsibilities.
This position will not be required to drive.
This role is not considered a position of trust.
This position does not require a purchasing card (P-Card).
This position will not travel
This position does not require security clearance.

• Criminal Background Check
• Credit Report