Graduate Student Assistant

Karolinska Institutet; Fort Worth (TX); On-site; USD 17,000 - 25,000; Full time

Job summary

Texas Wesleyan University Community Counseling Center is hiring a Graduate Student Assistant to provide administrative, operational, and client support, ensuring smooth clinic workflow and confidentiality.

The role supports student therapists, maintains logs and documents, and helps coordinate scheduling using TheraNest/Ensora. Must be enrolled in the MFT PhD program and hold a Full or Associate LPC/LMFT license.

Qualifications

• Must be currently enrolled in the Marriage and Family Therapy PhD program at Texas Wesleyan University.
• Must hold a Full or Associate license required (LPC/A, LMFT/A).
• Experience not required; eagerness to learn is welcome.

Responsibilities

• Greet and assist clients in a professional and welcoming manner.
• Answer phone calls, respond to general inquiries, and direct calls appropriately.
• Support client check-in and check-out procedures.
• Maintain a calm and organized front office environment.
• Assist with appointment scheduling and coordination using the center’s electronic health record system (TheraNest/Ensora).
• Monitor student therapists schedules and notify leadership of discrepancies.
• Support room reservations and ensure accurate scheduling of counseling spaces.
• Assist in ensuring client files are complete and records are maintained with confidentiality.
• Maintain logs and assist with administrative tracking systems.
• Assist leadership with data entry, reports, and special projects as assigned.
• Coordinate communication during walk-in student crisis and support leadership with logistics.

Skills

Front desk

Client support

Scheduling

Documentation

Clinic operations

Crisis support

Education

Marriage and Family Therapy PhD program (Texas Wesleyan University)

Full or Associate license (LPC/A, LMFT/A)

Tools

TheraNest/Ensora

Job description

Job Title

Graduate Student Assistant

Position Summary

The Graduate Student Assistant at the Texas Wesleyan University Community Counseling Center ( TWUCCC ) provides administrative, operational, and client support to ensure the efficient and professional functioning of the counseling center. This role is essential in maintaining clinic workflow, supporting student therapists, and upholding ethical, confidentiality, and documentation standards consistent with training clinic expectations.

Essential Duties and Responsibilities

Front Desk & Client Support

• Greet and assist clients in a professional and welcoming manner
• Answer phone calls, respond to general inquiries, and direct calls appropriately
• Support client check-in and check-out procedures
• Maintain a calm and organized front office environment

Scheduling & Systems Support

• Assist with appointment scheduling and coordination using the center’s electronic health record system (e.g., TheraNest/Ensora)
• Monitor student therapists schedules and notify leadership of discrepancies (e.g., missing room assignments, scheduling conflicts)
• Support room reservations and ensure accurate scheduling of counseling spaces

Documentation & Records Management

• Assist in ensuring client files are complete, including demographic and required intake information
• Scan, upload, and organize documents in accordance with center policies
• Maintain accurate and timely record-keeping while adhering to confidentiality standards

Operational & Administrative Support

• Support daily clinic operations, including supply management and organization of shared spaces
• Maintain logs (e.g., cash payment logs) and assist with administrative tracking systems
• Assist leadership with data entry, reports, and special projects as assigned

Walk-In Student Crisis Support

• Immediately notify clinical leadership when a walk-in student presents in crisis
• Assist with coordinating communication between student therapists and clinical leadership
• Assist and see crisis walk- in students in the event that no student therapist available (Full or Associate license required)
• Help maintain a calm and structured environment in the waiting area during walk-in student crisis situations
• Support leadership by assisting with logistics (e.g., room availability, client flow)
• Follow all center protocols while maintaining clear boundaries

Student & Clinical Support

• Provide general support to student therapist while maintaining appropriate role boundaries
• Assist with clinic flow to ensure sessions begin and end on time

Education, Certifications and/or Licenses

Must be currently enrolled in the Marriage and Family Therapy PhD program at Texas Wesleyan University
Must hold a Full or Associate license required ( LPC /A, LMFT /A)

Experience

None needed -just an eagerness to learn

Knowledge, Skills & Abilities

Would like:
Knowledge of TheraNest (Ensora)
Knowledge of how a community counseling center works (administration support)