Administrative Assistant - Counseling Center (Part-Time)

Christian Theological Seminary; Indianapolis (IN); On-site; USD 19,000 - 25,000; Part time

Job summary

Christian Theological Seminary, located in Indianapolis, IN, seeks an Administrative Assistant for the Counseling Center. This part-time, hourly, non-exempt role focuses on greeting clients, handling check-in, referrals, and front desk duties while supporting clinical staff with organized administrative processes.

The position requires professionalism, warmth, confidentiality, and strong organizational skills in a mission-driven setting.

Qualifications

• Strong interpersonal and communication abilities for front desk interactions.
• Ability to maintain confidentiality and HIPAA standards.
• Experience in a clinical or medical office setting preferred.

Responsibilities

• Provide front desk and administrative support for the Counseling Center.
• Check-in patients, manage referrals, and maintain client charts in the EHR.
• Prepare reports and assist with scheduling and communications.
• Ensure HIPAA compliance and protect client privacy.

Skills

Interpersonal skills

Verbal & written communication

Organizational skills

Customer service

Tech skills

Education

High School Diploma or equivalent

Associate's or Bachelor's preferred

Tools

EHR system proficiency

Microsoft Office

Job description

Department: Counseling Center

Reports to: Manager of Operations

Classification: Part-time, Hourly, Non-Exempt

Work Schedule: Must be able to work the following part-time schedule: Monday, 5:00 pm to 9:00 pm; Wednesday, 5:00 pm to 9:00 pm; and Saturday, 9:00 am to 1:00 pm. These set hours make this role perfect for someone seeking meaningful work within a structured weekly schedule.

Administrative Assistant - Counseling Center (Part-Time)

Are you someone who thrives on creating welcoming spaces and keeping operations running smoothly behind the scenes? The CTS Counseling Center is seeking a dedicated and service-oriented Administrative Assistant to serve as the first point of contact for clients. This part-time opportunity is ideal for someone who brings warmth, professionalism, and strong organizational skills to every interaction - while supporting a mission-driven environment focused on care, confidentiality, and excellence.

ABOUT CHRISTIAN THEOLOGICAL SEMINARY

Christian Theological Seminary (CTS) is a fully accredited ecumenical graduate school located in Indianapolis, IN, related to the Christian Church (Disciples of Christ) and serving the whole people of God. We welcome all faiths to explore/ engage in an intellectually rigorous, spiritually formative, and emotionally supportive education that equips our students to go out into all the world and serve--whether that is in the church or out in the community. CTS also offers a robust counseling program that provides professional counseling preparation and spiritual/theological integration for those training to become mental health counselors, marriage and family therapists, pastoral psychotherapists, and spiritual care specialists.

POSITION SUMMARY

The Administrative Assistant provides essential front desk and administrative support to ensure the Counseling Center operates efficiently and within best practices while delivering a positive client experience. This role plays a critical part in maintaining smooth day-to-day operations and supporting clinical staff.

ESSENTIAL FUNCTIONS

• During normal business hours, that includes the front desk being staffed (in-person or virtual), perform all front duties as necessary, including:
  • Check-in for patients
  • Referrals for unaccepted or referred out clients
  • Answer walk-in questions
  • Create prospective client charts in the EHR system and ensure that all recorded data is thorough and accurate.
  • Manage client forms in the EHR system
  • Maintain call and referral log
  • Opening and/or closing procedures
• Maintain HIPAA compliance and confidentiality standards.
• Prepare computer-generated reports as directed by the Manager of Operations and/or Clinic Director.
• Coordinate building/facilities matters with the Manager of Operations and/or Butler as directed by the Manager of Operations and/or Clinic Director
• Coordinate security issues with Butler Police when necessary
• Attend Counseling Center staff meetings as scheduled.
• Oversee work-study students who work the same shift.
• Assist with disseminating Counseling Center communications in consultation with the Manager of Operations and/or Clinic Director
• Perform other duties as assigned

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES

The successful candidate should possess the knowledge, skills, and ability to successfully fulfill the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed with or without reasonable accommodation, using some other combination of skills and abilities.

• Strong interpersonal skills; excellent verbal and written communication skills; excellent interpersonal and customer service skills; professional and pleasant manner; strong organizational and problem-solving skills; technology skills: proficient in using standard and typical office equipment (i.e., computer keyboard, mouse, telephone); Excel experience preferred; willingness to work independently and collaboratively within a team setting.

POSITION REQUIREMENTS

• High School Diploma or equivalent required
• Associate's Degree or Bachelor's Degree preferred
• Previous experience in a mental health/behavioral health setting and/or medical office setting preferred

MORE ABOUT CHRISTIAN THEOLOGICAL SEMINARY

CTS is an equal opportunity employer and does not discriminate with respect to recruitment, hiring, or any other status of employment based on race, color, religion, sex, sexual orientation, national origin, disability, or any other category protected by law.