Office Coordinator, Counseling Center

Summary

The Skidmore College Counseling Center is seeking a compassionate, energetic and organized person to join a collaborative, interdisciplinary team of mental health care providers who support student well-being on campus. The Office Coordinator provides crucial front desk service (phone and in person) during business hours and plays a key role in creating a welcoming, inclusive environment where everyone feels comfortable accessing help. The Office Coordinator must be able to maintain a calm, professional and compassionate demeanor when individuals are in distress or crisis, and must be able to protect confidentiality across a variety of situations. The Office Coordinator manage the internal and external business and administrative operations of the Counseling Center, including: scheduling, ordering supplies, generating reports and assistance with creating materials, event management and promotion. This is a 35 hours per week, 12 months per year position and is a unique opportunity for someone who wishes to work in a mental health office setting supporting students.

Primary Job Duties

1. Serve as the primary contact for phone, email, and in-person inquiries, providing prompt, empathetic, and accurate responses to students and families.
2. Responsible for managing appointment scheduling and triage requests, ensuring timely care for urgent needs.
3. Maintain and update the electronic medical record and scheduling system.
4. Process new client paperwork, release forms and clinical documentation in compliance with HIPAA, NYS and federal confidentiality and security laws and regulations.
5. Support the daily functioning of the office, including supply ordering, invoice processing, and confidential record management.
6. Assist with updates to the Counseling Center website and creation of educational and promotional materials, such as pamphlets, flyers, and digital resources; provide administrative support for departmental projects and initiatives.
7. Support the Director of Counseling Center in preparing the annual operating budget; track and reconcile departmental expenditures, including purchase card (P-card) account statements, check requests, and deposits; and monitor supply and service utilization to promote cost-effective practices.
8. Assist with event planning for workshops, trainings, and special initiatives.
9. Coordinate logistics for staff searches and onboarding.

Qualifications and Competencies

Education:

Associate's Degree: Healthcare Office Management and/or Business Administration preferred

Experience:

3-5 year post education: Para-professional, medical office management, outpatient clinic management

• Excellent organizational and multi-tasking skills in a fast-paced environment
• Strong written and oral communication skills with the ability to engage students and families with empathy and professionalism.
• Must have the ability to function calmly, compassionately, efficiently and effectively in urgent situations
• Maintain a high level of confidentiality
• Strong accounting/bookkeeping skills
• Excellent computer skills -proficiency in software applications including Microsoft Word, Excel; excellent data entry skills; familiarity with electronic scheduling and record-keeping
• Commitment to supporting and engaging students from varied backgrounds, identities, and lived experiences, with the ability to adapt communication and services to meet diverse needs
• Ability to work independently while thriving in a collaborative team environment.

Salary:

$21.00 - $23.00 per hour

Required documents needed to apply:

• On-line application
• Cover Letter
• Resume
• List of Three References