Administrative Services Coordinator

Overview

The University Counseling Service seeks an Administrative Services Coordinator who plays a vital role in supporting its efficient operations. This position is responsible for coordinating and managing a wide range of administrative and support functions to ensure smooth departmental workflows. The Administrative Services Coordinator will utilize tools such as Microsoft Office/Outlook (email and scheduling), Teams, and Zoom to support daily operations, manage and organize departmental documentation and information using Microsoft Word, Docu Sign, Excel, Qualtrics, and SharePoint to ensure accuracy and accessibility, facilitate effective communication with staff, clients, and external partners, oversee scheduling in Titanium (EHR), Outlook Calendar, and Teams, provide exceptional customer service and a welcoming reception experience for clients and visitors, and apply financial policies, verifying expenditures, and processing financial transactions.

This role is essential in creating a positive first impression and fostering a supportive environment for those seeking counseling services. The position also provides administrative support across various departmental areas, including Training, Outreach, Clinical Services, and Embedded Programs. Success in this role requires meticulous attention to detail, strong organizational skills, and proactive problem-solving.

• Provide professional front-desk reception and customer service to clients, staff, and visitors.
• Manage scheduling for staff and clients using Titanium (EHR), Outlook Calendar, and Microsoft Teams.
• Coordinate meetings and events, including logistics, room reservations, virtual links, and IT support.
• Organize and maintain departmental documentation using Microsoft Word, Docu Sign, Excel, Qualtrics, and SharePoint.
• Apply University financial policies; manage purchase card transactions, reconcile statements, and track expenditures.
• Support onboarding and training of new staff and trainees; maintain onboarding schedules and documentation.
• Monitor and maintain office supplies, equipment functionality, and workspace cleanliness.
• Serve as a liaison for internal and external communications, including UCS service updates and inquiries.
• Assist with crisis management protocols and provide support during emergency situations.
• Manage and analyze call data and survey results to support service improvements.
• Maintain and update the Community Provider Database (CPD) in collaboration with Mental Health Navigators.
• Provide rotational on-site coverage across UCS locations to ensure continuous administrative support.

The Division of Student Life is comprised of staff that embrace new ideas and thoughts, works together to keep our students safe, and provides them with life-changing experiences. The Division of Student Life includes 15 departments that span from Recreational Services to the Office of Leadership, Service and Civic Engagement and everything in between. We believe in working together as one team to foster student success by creating and promoting educationally purposeful services and activities within and beyond the classroom.

For a detailed job description, please email Michelle Sehmann at michelle-sehmann

• A Bachelor’s degree in related field to the position or an equivalent combination of education and additional experience.
• Experience (typically 1 year or more) working in an administrative/office support role of closely related.
• Working proficiency with office and tele-mental health support tools including word processing, and email software.
• Basic understanding and experience of working in teams and in collaborative work models.
• Excellent written, verbal, and interpersonal communication skills.
• Experience creating and maintaining a welcoming and respectful environment.

• Experience working with electronic medical records software (e.g. EHR systems such as Titanium).
• Experience working with Sharepoint, Docu Sign, Teams, Zoom, and Excel.
• Experience working in a healthcare or mental health setting.
• Experience working in a college or University…