Counseling and Psychological Services (CAPS) Administrative Support Staff (Part-Time)

General Information

Counseling and Psychological Services (CAPS) is a clinic in the Institute for Innovation in Health and Human Services (IIHHS) and is inviting applicants for an Administrative Support Staff member. IIHHS is an interdisciplinary community-engaged hub that brings together students, staff, faculty, and the community to advance a culture of health through education, clinical practice, research, innovative programs, and advocacy.

Duties and Responsibilities

The Counseling and Psychological Services Administrative Support staff member will report directly to the Director of Counseling and Psychological Services and will serve an integral role in the daily operations of the Counseling and Psychological Services training clinic.

Client and Clinic Support

• Serve as the primary point of contact for clients (in person, phone, and email), providing courteous and professional assistance.
• Schedule, reschedule, and confirm client appointments for trainee clinicians and faculty supervisors.
• Manage distribution and collection of paper copies of required forms and documentation.
• Maintain accurate and confidential client records in accordance with HIPAA and university policies.
• Monitor clinic flow to ensure a welcoming, organized, and professional environment.

Administrative and Office Operations

• Provide administrative support to clinic faculty, staff, and graduate student trainees.
• Maintain office calendars, room schedules, and shared clinic resources.
• Prepare correspondence, reports, and other clinic-related documents as needed.
• Oversee filing systems (electronic and paper) to ensure accuracy and compliance.
• Manage records destruction in compliance with state guidelines.
• Order and maintain clinic supplies and coordinate with university departments as needed.

Financial and Data Support (as applicable)

• Process payments, maintain basic billing records, and issue receipts in accordance with clinic procedures.
• Assist with tracking clinic utilization, appointment statistics, and other program data.
• Support compliance with university accounting and reporting requirements.

Training Support

• Support onboarding and orientation processes for new student clinicians.
• Assist with room scheduling and logistics related to supervision, case conferences, and training activities.

Compliance and Professional Standards

• Maintain strict confidentiality of client, student, and faculty information.
• Participate in required trainings related to confidentiality, data security, and workplace safety.

Qualifications

Required Qualifications

• Professional administrative or office support experience. This experience in a healthcare, mental health, or higher education setting would be beneficial.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Proficiency in office software (e.g., Microsoft Office, Adobe) and comfort learning new systems.
• Strong organizational skills and attention to detail.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to manage multiple tasks and adapt to changing priorities.

Additional Considerations

• Experience working in a counseling, mental health, or training clinic environment.
• Familiarity with electronic health record (EHR) or practice management systems.
• Knowledge of HIPAA and university administrative procedures.
• Experience supporting graduate students or academic programs.