Administrative Coordinator Counseling and Health Services

Position: Administrative Coordinator for Counseling and Health Services
Posting Details

Posting Details

Posting Number:
0601255

Position Title:
Administrative Coordinator for Counseling and Health Services

FLSA:
Non-Exempt

Job Type:
Full-Time

Staff Term:
12 Months

Staff Work Schedule (hours/dates):
M-F 8:30-4:30

Academic Year Schedule (dates):

Faculty Term:

Position Type:
Staff

Department:
Counseling and Health Services

Job Summary/Basic Function:

The Administrative Coordinator for Counseling and Health Services serves as the primary administrative contact for the Counseling Center and ancillary support for Health Services. The Coordinator is responsible for executing a variety of administrative tasks needed to manage the day-to-day functions of the Counseling Center. The Coordinator must be able to work in a fast-paced, diverse, and high-performance environment. The Coordinator reports to the Associate Dean for Health and Wellness/Director of Counseling.

Given the sensitive and private nature of the services provided in this department, the highest level of confidentiality, communication skills, sensitivity, and professionalism is required at all times in this position.

Counseling & Health Services Operations (70%)

• Serve as the first point of contact for phone, email, and in-person inquiries; coordinate appointments and manage clinician schedules.
• Maintain office systems, including technology setup, EMR management, scanning and uploading records, documentation of all contacts, and processing records requests.
• Support clinical operations during psychological emergencies, including preparing documentation, coordinating transport, and maintaining confidentiality.
• Track student health documentation, immunization compliance, and related follow-up; coordinate with the Dean of Students on account holds.
• Assist with communication and coordination between Counseling, Health Services, campus partners, vendors, and outside providers.
• Manage office supplies, equipment maintenance, work orders, mail distribution, and meeting logistics.
• Support Training Director with administrative needs related to graduate trainees.

Outreach & Education (20%)

• Lead planning and execution of campus-wide wellness events each semester.
• Collaborate with campus partners on education initiatives.
• Manage event logistics, reservations, materials, and purchasing; prepare expense reports and budgets

Finance & Administrative Support (10%)

• Assist with departmental budgeting, purchasing, and compliance with the division of Student Affairs and the Finance Office policies.

Minimum Qualifications:

• High school diploma or GED with exceptional, proven expertise and skills to accomplish all aspects of this position.
• A minimum of 3 years of experience working as an Administrative Assistant or Coordinator in high-traffic, busy offices with diverse clientele and diverse colleagues.
• Minimum of 1 year of experience leading or significantly contributing to the planning and execution of professional events or programming.
• Experience with in a medical setting or a confidential setting such as a mental health clinic is preferred.
• Experience with Microsoft Office, Google Suite, MAC and PC computer expertise.

Preferred Qualifications:

• Vocational or technical training, Associate's Degree or Bachelor's Degree preferred. Focus on administration, human services, or medical setting experience.
• Multilingual.
• Experience with electronic medical records.

Compensation and Benefits

To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program.

When determining and establishing hiring rates or recruitment ranges for a position, the College considers a number of factors including the budget for the position, the range of the grade, the external market for the position or similar positions, level and scope of responsibilities, required education, skills and relevant experience as well as internal equity. All salary offers must have the prior approval of the Office of Human Resources.

The starting hourly rate for this position is $24/hour.

Physical Demands

ADA Statement:

Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement

Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups.

Wheaton's core belief is that valuing diversity is pivotal to personal development, intellectual expansion, and societal equity. Our community is united by a shared dedication to…