Administrative Coordinator job - Colby College - Waterville, ME

Administrative Coordinator

Department: Counseling Services

Date: 05/04/2015

POSITION VACANCY
Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 56 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of 1,850 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

Under the leadership of its new president, David A. Greene, Colby is building on this strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College’s deep liberal arts traditions. This new chapter includes plans for creating innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics. Colby invites applicants to apply for the position of:


ADMINISTRATIVE COORDINATOR

Counseling Services
Full-Time, 11-Month, Academic Year, Exempt Staff Appointment

The Administrative Coordinator will provide office management, basic triage and case management (with clinical staff oversight) for Colby College Counseling Services. This position requires the ability to manage multiple tasks, attention to detail, strong verbal skills, excellent judgment, and willingness to be a team player. The successful candidate must possess excellent interpersonal skills and be able to work comfortably, sensitively, and effectively with students struggling with mental health concerns while maintaining the highest degree of confidentiality/sensitivity to students’ privacy. This work also requires the use of word processing, spreadsheets, database and web applications.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Complete case management tasks under the supervision of professional clinical staff, including interacting with outside healthcare professionals, parents, and others involved in the students’ care
  


• Perform basic triage for students presenting over the phone or in person with urgent or emergent mental health concerns
  


• Coordinate clinical data collection, analysis, and research activities, including pulling together and editing reports
  


• Assist with management of Titanium electronic medical records system
  


• Provide support with budget management
  


• Organize education and prevention programming planning and implementation, including communication/marketing, assembling materials, scheduling, and reservations
  


• Facilitate organizing, communication/marketing, and scheduling of Counseling Services treatment groups
  


• Maintain and update Counseling Services webpage and manage overall web presence
  


• Help coordinate continuing education/professional development activities for professional staff
  


• Greet and schedule students for appointments, check in returners, and assist first-time students in the completion of online intake paperwork and assessments
  


• Handle general information and appointment requests over the phone and online
  


• Manage opening and closing office procedures
  


• Record meeting minutes
  


• Other duties as assigned
  

QUALIFICATIONS:

• Bachelor’s degree required
  


• Prior experience working in mental health and/or higher education settings is preferred
  


• Excellent interpersonal, written and verbal communication skills
  


• Ability to maintain the highest degree of confidentiality/sensitivity to privacy
  


• Comfort level with and sensitivity toward mental health concerns
  


• Proven working knowledge of Office Software with particular strengths in word processing, spreadsheets (Excel), database and web applications
  


• Strong proofreading and editing skills
  


• Creativity and enthusiasm for working with college students
  


• Progressively responsible administrative experience
  


• Exceptional organizational skills
  


• Understanding of budgeting procedures and practices
  


• Demonstrated experience managing multiple priorities in a busy professional setting
  

KEY RELATIONSHIPS: This position has significant interactions with faculty and staff, students, and other outside constituencies.

PHYSICAL EFFORT/ENVIRONMENT : General open office and campus environment. Position involves sitting, although frequent movement is necessary. Walking, standing, bending, twisting, and occasional lifting required. Computer usage involving repetitive hand/wrist motion also necessary.