Counseling Center Assistant – Wheaton College

Counseling Center Assistant – Wheaton College

Job Summary/Basic Function:

The Counseling Center Assistant is responsible for providing a variety of tasks needed to manage the Counseling Center, Health Educator initiatives, and Student Health Services. The Administrative Assistant reports to the Associate Dean of Students/Director of Counseling and Health Services; and supports Counseling staff, the Student Affairs Division S.M.A.R.T. Coordinator; and the Health Educator. Given the sensitive and private nature of this department, the highest level of confidentiality, sensitivity and professionalism is required.


Essential Job Functions:


•Manage the daily operations of the Counseling Center Office

•Work with all areas of the College Community (students, staff and faculty) and external constituencies (parents, clinicians, etc.) by providing information and supporting relationships pertaining to the Counseling Center

•Respond to inquiries for counseling appointments

•Answer telephone calls and email correspondence

•Maintain electronic schedule and coordinate appointments for Assoc.Dean / Director, 3 staff counselors, 5 graduate interns and consulting psychiatrist

•Manage counselor office availability schedule

•Assist with psychological/health emergencies when appropriate and as directed

•Distribute/coordinate mail/faxes to the members of the Counseling Center

•Coordinate mailings/coordinate/coordinate

•Create/edit correspondence and other documents for Associate Dean/Director, Health Educator, Counselors and SMART Coordinator

•Oversee electronic medical record (EMR): trouble-shoot, scan records as needed, assist in administering electronic student-client registration.

•Coordinate pre-semester retreat/in-service trainings for RAs/Preceptors

•Assist DOS Office with College Commencement

•Assist with Counseling, Health Education, and Student Health Services website editing departmental publications, brochures, business cards, name tags, etc.

•Serve as liaison between Counseling, Health Education, and Student Health Services

•Assist in coordinating referrals to off-campus providers

•Provide administrative support for June and August CORE

•Assist Coordinator of Health Services in gathering/data entry of student emergency contact information from Student Health form into College’s data base.

•Assist in preparation of professional development requests for payment

•Prepare and submit stipend requests for psychiatrist

•Assist in the preparation, organization and delivery of materials for meetings and events

•Arrange for meeting space as needed

•Stock and inventory supplies and equipment

•Oversee maintenance of office equipment and physical facility; submit work order requests

•Perform general custodial duties to maintain cleanliness of the Counseling Center


•Create/prepare monthly statistical reports of all counseling, alcohol education (BASICS) and on-campus psychiatry appointments.


•Maintain schedule

•Assist with insurance paperwork

•Assist with collecting payment due

•Communicate information as needed with psychiatrist

•Assist with EMR management (e.g. scanning psychiatrist notes, obtaining release forms, etc.)

Graduate Interns:

•Collect and distribute graduate intern applications to staff

•Coordinate interview process and schedule

•Notify graduate students regarding status of positions

•Create schedule for graduate interns in relation to office space/counseling center coverage

•Assist in coordinating outreach programs



•Assist SMART Coordinator with scheduling meetings, preparation for meetings and coordination of SMART program


•Assist with clerical duties for Counseling Center, Health Education, and Student Health Services departmental budgets

•Ensure compliance with Finance Office procedures for purchasing

•Reconcile Pro Card statements


Minimum Qualifications:         

Required Knowledges, Skills And Abilities:

Knowledge of MAC and IBM computers for word processing and college data base. Knowledge and of EMR’s and scheduling. The individual should be well-organized, detail oriented with the ability to prioritize responsibilities, also have excellent people skills and comfort working with a wide variety of people. He/she should be dependable, reliable, and have a strong ability to multitask. Discretion and protection of student/client privacy highly desirable.

Qualification Standards:

Education/Experience: High school graduate, at least 2-4 years of office/clerical work.

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.


Posting Number:           0600250

FLSA:   Non-Exempt

Employee Class:

Job Type:         Full-Time

Staff Term:       10 Months

Employment Group:      Office/Clerical/Technical NE

Position Type:   Staff

Department:      Counseling and Health Services


Posting Date:    04/14/2014

Open Until Filled            Yes

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