Department Coordinator

The Department Coordinator of Counseling provides administrative support to the department head, faculty, and students. The incumbent must possess the ability to be flexible, multi‑task, and adapt to the ever‑changing duties to be performed for the department. Incumbent must possess strong problem‑solving skills and the confidence to make decisions and act accordingly. Incumbent must possess language skills to communicate effectively both orally and in writing with a diverse population, working independently to enhance work related to human resources, purchasing, clinical operations, maintenance of databases, and other work‑related duties.

Incumbent must understand and comply with state, federal, university and school policies, rules, and regulations.

The incumbent will work in collaboration with the Clinic Manager to support the daily operations of the counseling clinic. Additionally, the Position will provide administrative support to the faculty and students of the Counseling department. The incumbent will work with all stakeholders to ensure all front office operations run efficiently between patients, clinicians, faculty, students and staff.

Assist the department head in planning, executing and documenting minutes for departmental meetings. Assist the department head/faculty in planning and executing department events, including New Student Orientation, White Coat Ceremony, Interview days, Information Sessions, and counseling research symposium.

Organize and maintain departmental and program files to include meeting minutes, class syllabi, student files, practicum internship files, and book lists and textbook orders, following LSUHSC and outside agency guidelines. Identify operational issues and implement changes to provide resolution. Responsible for executing, with minimal direction, administrative duties at a high level with considerable discretion and judgement. Assists the department head and faculty in the collection and preparation of accreditation annual reports, organize and analyze data sets to produce tables, graphs, and charts.

Maintains and updates student files continuously with materials received daily from the Office of Student Affairs, department head and faculty, and application agencies for prospective, current and past students. Maintain department inventory records to insure that property records are up to date according to the LSUHSC guidelines. Support the faculty by initiating and renewing professional service agreements.

• Manage e‑mail and telephone communications between interested and potential applicants.
• Assist the admissions coordinator in the admission process for students applying to the counseling program, including monitoring and management of the online admissions site, and tracking applicant requirements and statistics.
• Responsible for assisting the admissions coordinator in planning and organizing applicant interviews, including scheduling, tracking data via Excel, and relevant communication with interviewees.
• Responsible for creating acceptance, waitlist and rejection letters for program admissions and sending to program applicants.
• Assists with the enrollment of new students by tracking transcripts and other relevant paperwork.
• Assists the department head and admission’s coordinator with facilitating Information Sessions to include: email communication with prospective applicants prior to session, guiding prospective applicants to session location, creating power points when directed, organizing demographic information following sessions, etc.

• Order clinic supplies, materials, and durable medical equipment as needed for both Clinics.
• Maintain a sufficient level of supplies and materials for use in the Faculty Practice clinic to insure the smooth operation of the clinic.
• Set up purchasing requisitions for clinical activities in People Soft system with a minimum of rework. Receive purchase orders and verify invoices for payment, submitting invoices to Accounts Payable and the Billing Office for processing in a timely manner.
• Incumbent…