Job Title: Scheduling Coordinator – University Counseling Center
Classification: C3
Department: University Counseling Center
Updated: September 2023

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. The university provides a benefits rich environment, including annual 20 days of vacation, 18 days of holiday/campus closure, and sick time.

Essential Functions

• Primary scheduler of several types of staff and clinical meetings, including scheduling projects.
• Assist in reception by greeting and scheduling client appointments.
• Manage/maintain counselor schedules (university meetings, client appointments, etc.).
• Aid 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 direct 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 relevant work experience. 
• Experience with various computer software applications such as Microsoft Office and/or equivalent. 
• Demonstrated experience to successfully operate office equipment. 
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others. 
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Experience providing scheduling/reception in a mental health, medical, or similar setting.
• Enjoy interacting with people in a service capacity.
• Ability to strategically plan 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.
• Associate degree.

Supervision Received

Receives general instruction from a designated supervisor but is generally expected to work independently.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

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.

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