Counseling Coordinator

SCOTTSDALE BIBLE CHURCH; Scottsdale (AZ); On-site; USD 42,000 - 56,000; Full time

Job summary

SCOTTSDALE BIBLE CHURCH seeks a detail-oriented administrator to support the YTH Counseling Office and adult counseling programs. The role includes client intake, scheduling, and coordinating between counselors, interns, and volunteers in a confidential setting.

You will assist in budgeting, records maintenance, and event planning while upholding HIPAA standards and partnering with pastoral leadership to advance the ministry's mission.

Qualifications

• 2+ years of experience in a counseling office, counseling ministry, or relevant role.
• Masters degree in Counseling preferred.
• HIPAA standards knowledge.
• Strong interpersonal and written/verbal communication skills.

Responsibilities

• Provide leadership, administrative coordination, and operational support for the day-to-day Counseling Ministry functions.
• Coordinate front-desk responsibilities, visitors, referrals, and calendars.
• Manage client intake, assignments, and care coordination.
• Assist with annual budget spreadsheets and monthly financial reports.
• Maintain HIPAA compliance records and confidentiality throughout the ministry.

Skills

Interpersonal skills

Detail orientation

Process management

Problem solving

Communication skills

HIPAA compliance

Education

Masters in Counseling

Tools

Microsoft Office

SimplePractice

Access database

Job description

Has God wired you with a heart for people and a gift for details? Do you thrive in a role where one moment you’re building relationships with counselors, volunteers, families, or clients, and the next you’re coordinating schedules, managing details, and making sure the behind-the-scenes pieces are in place? If you’re dependable, detail-oriented, discerning, passionate about serving others, and a natural problem solver, we would love to hear from you!Under the supervision of the Pastor of Counseling and the YTH Care Pastor, in this role you will provide leadership, administrative coordination, operational support, and implementation for the day-to-day Counseling Ministry functions in both the adult and youth counseling offices.You will also facilitate internal relations, volunteer and intern support, client intake and care coordination, privacy compliance, ministry event coordination, financial administration, and liaison responsibilities between the team, volunteer counselors, lay leaders, professionals, interns, support group leaders, and clientele.Essential Responsibilities for YTH Counseling OfficePartner with the team in advancing the vision and mission.Provide administrative support to the YTH Care Pastor.Warmly welcome all counselors, clients, volunteers, visitors, and callers.Provide ongoing administrative support for counselors, including client assignments, schedules, appointments, files, procedures, and SimplePractice documentation.Coordinate front-desk responsibilities related to visitors, phone calls, referrals, and calendars.Review incoming requests from potential clients/parents to assess their needs.Contact potential clients/parents to explore options, describe YTH services, offer opportunities through various SBC ministries, review outside professional resources, and determine the best recommendation. When appropriate, assign a YTH counselor and coordinate the start of services.Effectively respond to escalating questions, concerns, and crises, while maintaining a high level of confidentiality.Coordinate physical office needs, work orders, and furnishings.Assist with annual budget spreadsheets, monthly financial reports, and other financial tasks related to credit cards and/or reimbursements.Compile quarterly ministry highlights and assist with annual ministry planning activities and vision meetings.Participate in regular staff development through ongoing training, events, personal goal-setting, and staff meetings (for Coordinators and all staff).Ability to monitor voicemails for emergencies on nights/weekends as needed.Support GroupsCoordinate support groups at all locations. Provide administrative tasks, registration links, schedules, supplies, website updates, room setup, technology support, and ongoing assistance for leaders and other volunteers.Create and maintain all eSpace room reservations.Coordinate with Communications on publicity cards and website content to update ministry offerings and activities.Create annual ministry planning spreadsheet for room reservations (Excel, eSpace, Rock).Volunteer EngagementRespond to volunteer serving inquiries received through Rock or other connections to explore new opportunities.Recruit volunteers, develop connections, coordinate interviews, and complete onboarding requirements.Develop and maintain relationships with counselors, interns, and support group volunteers to maintain their connection to the ministry through encouragement, prayer, personal connection, administrative support, and continuing education.Support Responsibilities for Adult Counseling OfficePartner with the team in advancing the vision and mission.Assist the Pastor of Counseling with administrative support.Partner closely with the Sr Counseling Coordinator on various assignments, projects, and events.Assist with opening/closing office, when needed.Assist with incoming requests and client files.Assist with interviewing new interns, volunteer professionals, and lay counselors.Assist in maintaining client information in the Access database.Assist in maintaining HIPAA compliance records. Ensure HIPAA standards are met throughout the Counseling Ministry.Assist with training classes, ongoing education, short-term project teams, and other ministry activities.Coordinate annual volunteer appreciation events and professional networking events.Skills You Need to SucceedKnowledge ofMicrosoft Office (Excel, Outlook, PowerPoint, Word, Access)SimplePracticeBasic office systems and general administrative proceduresHIPAA standards and compliance proceduresDemonstrated Competency InInterpersonal savvyDetail-oriented organization and accuracyProcess management and project managementProblem solvingStrong interpersonal, written, and verbal communication skillsFollowing directions and vision with minimal supervisionRelational skills, including a high value of people, a desire to serve others, an approachable and accessible presence, collaborative teamwork, and appreciation for individual giftednessAbility ToMaintain a high degree of professionalism.Manage several projects simultaneously and shift focus quickly from one to another.Maintain high levels of confidentiality in various circumstances.Manage volunteers and maintain strong relationships.Coordinate the work and results of volunteers and other ministry participants successfully.Discern needs and respond appropriately with flexibility.Work in a multi-faceted environment with minimal supervision.Forecast weekly tasks and attend to details with reliable follow-through.Demonstrate initiative and serve as a change agent when improvements are needed.Personal QualificationsCommitted to spiritual growth and a growing relationship with Jesus ChristRelationally unifiedServant-heartedOperates in grace and truthTeachableFlexibleDesire for individual and professional growthPositive attitude with strong initiativeHigh integrity in work habits and resultsDesire and skill to be fully present as you care for vulnerable individualsDetail-oriented and task-orientedEducation and/or Experience2+ years of experience in a counseling office, counseling ministry, or relevant roleMasters degree in Counseling preferred