Job Summary

The University Counseling Center is the campus mental health unit, providing student-centered psychological services, outreach, and consultation. The office is inclusive and conveys warmth and professionalism to student clients. The Center is utilized by approximately 2,000 students per year and provides over 8,000 appointments per year. The scheduling coordinator 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 coordinator to ensure smooth functioning of front-desk reception. The center and staff are collaborative, supportive, and service-oriented.

Responsibilities

Essential Functions:

• Primary scheduler of various types of staff and clinical meetings, including master scheduling projects.
• Assists in reception by greeting and scheduling client appointments.
• Manage/maintain counselor schedules (university meetings, client appointments, etc.).
• Aids the assistant director of clinical operations and the clinical services team in strategic thinking around improving scheduling procedures and service delivery systems.
• Perform and coordinate scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
• Ability to maintain confidentiality regarding students utilizing counseling services.
• Receive information in various forms and determine the appropriate method of processing.
• Responsible for the coordination/completion and the quality of the clerical work for the department/office which includes answering telephones, scheduling appointments and meetings, providing information, or routing calls to appropriate person; process client forms; open and route incoming mail and prepare outgoing mail, including bulk mailings; correspondence; maintain office filing system; routing requests for client records.
• Responsible for creating, maintaining, and updating files and record keeping systems; paper and/or digital.
• Disseminate information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
• Generate reports, memorandums, correspondence, presentation materials, spreadsheets and graphics, and other similar materials using computer systems.
• Create and maintain database systems.
• Process various university forms.
• Coordinate all clerical duties associated with staff searches.
• Conduct special projects and assignments as directed.
• Coordinate special events and functions.
• Other related duties as assigned.

Non-Essential Functions:

• Make travel arrangements.
• Assist in event planning.

Required Qualifications:

• High school graduate or equivalent.
• Minimum of three years of related work experience.
• Demonstrated reliability in attendance and punctuality.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain positive intercultural and interpersonal relationships.
• Demonstrated experience to successfully operate office equipment.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills.
• Typing and spelling competency.
• Demonstrated experience working with databases.
• Demonstrated experience to successfully use various computer software applications, including Microsoft office suite, Teams, Zoom, etc.
• Demonstrated experience to successfully work independently, organize own work, and coordinate work activities of others.
• Excellent grammar and proofreading skills.

Preferred Qualifications:

• Associates or bachelor’s degree.
• Experience providing scheduling/reception in a mental health, medical, or similar setting.
• Enjoys interacting with people in a service capacity.
• Ability to strategically plan master 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 handle frequent interruptions.
• Enjoyment of a fast-paced, high service delivery, and busy client reception area.
• Experience in a higher education setting.

Supervision Received:

Receives general instruction from the assistant director of clinical operations and/or the associate director of clinical services, but is generally expected to work independently. The professional support staff team also communicates and works together to ensure efficient customer service operations.

Supervision Exercised:

Coordinate or direct the work of student employees as needed.

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.

Salary: C-3 Level. Minimum starting salary of $18.40 per hour.

Campus: Grand Rapids

Department/Division: Education and Community Innovation/Department of Literacy, Educational Foundations & Technology

Job Type: 7:30-4:30 PM. Twelve months, 5 days per week (40 hours).

Application Deadline: January 6, 2022