Counseling Clinic Office Associate

This position provides complex and responsive administrative support for the Community Counseling Clinic and the Department of Counseling in the College of Education. Work schedule is on site in the Counseling Clinic. This position requires independent judgment, the ability to problem solve, prepare documents with minimal instruction, accurately keep records, marketing outreach related to client services, and oversight of the administrative tasks of the clinic. Responsibilities include answering and directing phone calls/emails, scheduling appointments, preparing reports, monitoring the department budget, and maintaining an appropriate paper and electronic filing system. Exceptional interpersonal skills, over the phone, in electronic communications, and in person, with students, faculty, community partners, and other leaders is necessary. Ability to work cooperatively with the Clinical Training Director, Department Chair, faculty, students in training, and outside partners related to the operation of the Community Counseling Clinic is critical. Must be computer savvy and proficient in Microsoft Office Applications, Outlook, clinical software and must be able to quickly learn computer systems used by the University. Other duties as assigned by the department chair and/or COE Dean or designee.

The Clinic Office Associate supports the Clinical Training Director, Clinic Supervisors, department chair, and faculty with administrative tasks for the Community Counseling Clinic. Responsibilities include managing client and student scheduling, maintaining records in compliance with HIPAA, FERPA, ACA Code of Ethics, CACREP standards, state laws, and university policies, and assisting with accreditation-related documentation. The role also involves organizing client files, coordinating affiliation agreements, supporting clinic needs, and collaborating with the Dean’s office and other campus departments to provide requested information. Additional duties include data collection, ensuring confidentiality, handling record requests, and assisting with emergency protocols. The Clinic Office Associate handles administrative tasks only and defers all clinical aspects related clinical services to the Clinic Supervisor.