Counseling & Psychological Services Department Coordinator

Rhode Island School of Design; Providence (RI); On-site; USD 40,000 - 60,000; Full time

Job summary

An established institution is seeking a dedicated Counseling & Psychological Services Department Coordinator to enhance the mental health support for students. This role is pivotal in managing daily operations, from scheduling appointments to maintaining electronic medical records. The ideal candidate will excel in customer service, demonstrate cultural sensitivity, and handle confidential information with care. Join a vibrant team committed to fostering an inclusive environment and supporting students' emotional well-being. This position offers a chance to make a real difference in the lives of students while working in a dynamic campus setting.

Qualifications

• Associates degree in a related field with 2 years of experience.
• Exceptional customer service skills and discretion in handling confidential information.

Responsibilities

• Greet and check in student clients for appointments with excellent customer service.
• Maintain and verify accuracy of student electronic medical records.

Skills

Customer Service

Confidentiality

Cultural Sensitivity

Time Management

Problem Solving

Effective Communication

Education

Associate's Degree

Tools

MS Office

Google Suite

EMR Systems

Multi-line Phones

Job description

Job Summary

Rhode Island School of Design (RISD) seeks a Counseling & Psychological Services Department Coordinator to join Counseling & Psychological Services (CAPS). Counseling and Psychological Services (CAPS) provides a range of mental health services to help RISD students improve emotional, interpersonal, and academic functioning.

The CAPS Department Coordinator serves as the point of initial contact for the office. The CAPS Department Coordinator is essential in the smooth running of the daily operations of CAPS including scheduling, reception, problem-solving, records management, and communication within the office. Responsible for greeting people who contact CAPS, answering their questions, and directing them to the appropriate resources.

We seek a culturally competent candidate who will thrive in a campus environment that is committed to advancing the principles of social equity and inclusion, environmental and climate justice, and equal access to resources and opportunities.

Essential Functions:

• Greet student clients and check them in for appointments. Provides excellent customer service to all members of the campus community interacting with the office. Oversee clients' self-administration of pre-session assessments using both iPad and paper-pencil methods. Schedule appointments and manage the calendars of the director, clinical staff, and trainees.

• Respond to urgent phone calls, emails and walk-ins as they arise

• With a basic understanding of EMR systems (i.e. Titanium), responsible for entering, maintaining, and verifying the accuracy of student electronic medical records and data, including creating client files, sending appointment reminders, and scanning and adding relevant documents to client files.

• Answer the phone and respond to voicemails and emails sent to the counseling account in a timely and thorough manner; File online insurance referrals for students, as needed; Handle faxes and other sensitive medical information. Ensure that student confidential information is treated with sensitivity, and that each individual is treated respectfully.

• Provide regular, ongoing data and trend information to the director and the clinical staff regarding scheduling and appointment flow. Highlight areas of concern and or opportunity.

• Act as the coordinator and liaison to the CAPS Student Advisory Board. Participate in the selection process of members and coordinate campus activities and action items.

• Support the Director with campus communications, including social media posting and CAPS website, making recommendations, and drafting content for review.

• Open and close the office each day, including preparing the waiting area, unlocking rooms and offices, opening the locked file storage area, turning on office equipment, etc.

• Track the use of office supplies and order necessary items. Monitor the physical space and report problems / file work orders for issues with electrical, HVAC, windows, locks, plumbing, etc. Coordinate and facilitate equipment issuances, upgrades and repairs with IT support, including timely replacement of computers and phones, maintenance of software (including the Titanium EMR), and other needs such as digital storage and backup, projector and speakers, etc.

• Monitor the office credit card account and process paperwork for payments, collect receipts, and submit monthly credit card reports for approval. Maintain knowledge of institutional procurement and AP policies to ensure the department is following current practices for reimbursement and invoicing.

• Coordinate and facilitate the logistical arrangements for CAPS-hosted events such as meetings, trainings, programming, etc.

• Assist the Director with department updates and special projects as assigned.

Required Knowledge/Skills/Experience

• Associates degree in a related field and 2 years experience in a relevant setting, or equivalent combination of education and experience.

• Display exceptional customer service skills; maintain and exercise discretion in handling confidential information; demonstrate cultural sensitivity and work effectively with multiple diverse populations.

• Ability to show patience and empathy to members of the RISD community interacting with the office.

• Sensitivity to confidentiality and ability to handle confidential information.

• Demonstrated ability to work well under pressure; take initiative and prioritize tasks; problem solve; work both independently and as part of a team

• Effective time management and punctuality are necessary.

• Ability to be patient with individuals who are experiencing psychological crises and appropriately connect them with clinical staff.

• Ability to communicate effectively verbally and in writing to a variety of individuals.

• Ability to review and discern usage information and report problems and concerns effectively.

• Ability to use copier, fax, multi-line phones, and MAC computer skills, MS Office (Word, Excel, PowerPoint), and Google Suite skills required, internet, and EMR.

• With an understanding of policies and practices, creatively solve issues and challenges and explores opportunities for efficiencies.

Preferred Qualifications:

• Familiarity with communications tools such as social media platforms preferred.

• Familiarity with running reports is preferred.

Union:

No

Work Schedule:

35 hours per week; 12 months per year

Employment Status:

Full-time; Non-exempt; Regular

Grade:

820NE

Work Modality

On-campus

Documents Needed to Apply:

Resume (Required)

Cover Letter (Required)

Salary Grade Structure

Incomplete applications will not be considered. Please upload all required documents.

The successful candidate will be required to meet our pre-employment background screening requirements.

RISD recognizes diversity and inclusivity as fundamental to its learning community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to our commitment to diversity and excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.

For internal use only - Job Family:

Administrative Support Services