Office Coordinator, Counseling Services

Georgia College; Milledgeville (GA); On-site; USD 35,000 - 50,000; Full time

Job summary

Georgia College is seeking an Office Coordinator for Counseling Services to provide welcoming front-office support, schedule appointments, and manage confidential student records. The role involves crisis assessment, budget monitoring, purchasing, and coordinating staff communication.

The ideal candidate has at least three years of related experience, strong organizational skills, and proficiency with Microsoft Office and scheduling systems such as Titanium.

Qualifications

• High school diploma or equivalent.
• At least three years of related experience.
• Experience providing front-office or administrative support in a college, counseling, healthcare, or service-focused setting.
• Experience using Microsoft Office applications and scheduling/recordkeeping systems (e.g., Titanium).
• Knowledge of confidentiality practices related to student information (HIPAA/FERPA).

Responsibilities

• Greet visitors and provide front-office support for Counseling Services.
• Schedule appointments for students and counselors.
• Maintain confidential student records and assist with paperwork.
• Monitor department budgets, purchasing, and expense processing.
• Assist with procurement, invoicing, and inventory management.
• Coordinate communication among staff, students, and external parties.
• Ensure compliance with HIPAA and FERPA policies.

Skills

Communication

Customer service

Time management

Confidentiality

Written communication

Education

High school diploma

Tools

Microsoft Office

Titanium

Electronic scheduling

Job description

Office Coordinator, Counseling Services

Job ID: 305487

Location: Georgia College & State Univ

Full/Part Time: Full Time

Regular/Temporary: Regular

Job Summary

The Office Coordinator provides welcoming front-office service andadministrative support for Counseling Services, includingscheduling appointments, providing service and referralinformation, maintaining confidential records, and coordinatingstaff communication. The coordinator assesses initial studentconcerns to identify emergency needs and follows establishedcrisis-response guidelines. Additional responsibilities includebudget monitoring, purchasing, expense processing, and supplymanagement.

Responsibilities

Reception - 25%

• Perform administrative functions for the Counseling Office andprovide administrative and clerical support to staff whilemaintaining professionalism.
• Greet callers and visitors
• Schedule appointments for students and counselors
• Assist counselors and students with routine paperwork
• Assist students with utilizing computer-based programs
• Communicate professionally with students, faculty, otherdepartments, and the public on a regular basis, both orally and inwriting.
• Use required department and legal compliance forms correctly,including Release of Information and Parental Consent forms.Maintain the knowledge needed to complete these formsaccurately.
• Use Microsoft applications, Titanium, and other departmentsoftware to complete administrative tasks. Use e-procurement toaccess department budget progress reports and submitrequisitions.

Assessment - 25%

• Respond to crisis situations by following established guidelinesto ensure students' emergency needs are addressed.
• Determine whether a student needs emergency assistance through aninitial assessment of the severity of the student's concerns.
• Immediately follow established procedures for notifying counselorsand facilitate communication between students, counselors,emergency personnel, and others as instructed. Maintain anunderstanding of these procedures.
• Follow established protocol for taking appropriate action andnotifying designated personnel/departments during threateningsituations
• Exhibit timely follow-through on requests from private physicians,vocational rehab, or other professional facilities requestinginformation necessary to determine continued medical care and/orother accommodations for students.
• Notify counseling staff and/or the consulting psychiatrist ofroutine or crisis information received by phone, fax, or mailconcerning a student's immediate well-being, counseling, and/orpsychiatric therapy. Share this information so those professionalscan determine further treatment options for the student.

Administrative Support - 25%

• Schedule counseling appointments for students
• Manage student files and information
• Maintain confidentiality and discretion
• Assist students with a range of concerns in a composed,professional, and courteous manner. Provide helpful informationabout available counseling services, appointments, and off-campusreferrals, and answer other general questions.
• Exhibit a good understanding of the Titanium scheduling programand utilize it to monitor and report activity related to studentappointments (cancellations, no-shows, rescheduled appointments,psychiatric evaluations, crises, individual and group counselingsessions, etc.) and provide summary and printed reports asneeded
• Develop and maintain an understanding of HIPAA and FERPA laws andGCSU policies regarding confidentiality
• Retain and/or purge confidential files in a manner consistent withdepartment guidelines and the GCSU Records Retention Policy.
• Maintain files in electronic and hard-copy formats.

Inventory - 10%

• Maintain adequate office supplies and materials for departmentuse
• Conduct periodic inventories and maintain adequate office suppliesas needed
• Initiate professional contact with other departments or off-campusvendors to purchase items and/or services as needed and ensuretimely follow-through.
• Exercise sound judgement and fiscal responsibility when purchasingmaterials and/or services for department use
• Remain apprised of procedure revisions and requirements for processing invoices for prompt payment and renewing softwarelicensing contracts, and renewing office equipment maintenancecontracts as required for continued service and timelyprocessing
• Use the e-procurement program to submit requests and maintain theknowledge needed to do so.

Budget - 10%

• Manage the Counseling department's operating account.
• Exhibit a basic understanding of the function of the department'soperating budget
• Access budget and other information through regular, extensive useof the e-procurement system.
• Stay informed about policies and procedures, revisions, and otherinformation received from Financial Services. Use this informationto comply with GCSU guidelines and accounting practices.
• As requested, provide printed budget summaries and an overview ofexpenses by category.
• Monitor accounts, balances, and expenditures on a regular basisand inform the director of any discrepancies.
• Take initiative to follow up with appropriatepersonnel/departments to resolve any errors in a timelymanner.
• Process and submit invoices, travel and reimbursement requests,and other pertinent documents in a manner that is in compliancewith GCSU financial services and accounting guidelines.
• Initiate professional contact with off-campus vendors to purchaseitems and/or services as needed
• Maintain accurate, organized department expense records, includinginvoices, canceled items, and other relevant information. Keepthese records accessible to support efficient and accurateprocessing.

Other - 5%

• Other duties as assigned

Assist with at least three student events or programs per semesteroutside regular business hours, as required of all Division ofStudent Life employees. Non-exempt employees must obtain theirimmediate supervisor's approval before providing event service andcoordinate appropriate adjustments to their normal work schedule toaccommodate these hours.

Examples of events/programs that satisfy the event servicerequirement include, but are not limited to, the following:

Fall - Week of Welcome, Move-In days, Family Weekend

Spring - Homecoming, Spring Concert, Family Day, preview days, andJunior Day.

The specific list of eligible events/programs for each semesterwill be maintained and communicated by the Office of the VicePresident for Student Life.

Required Qualifications

Educational Requirements

High school diploma or equivalent.

Required Experience

At least three years of related experience.

Preferred Qualifications

Additional Preferred Qualifications

• Experience providing front-office or administrative support in acollege, counseling, healthcare, or other service-focusedsetting.
• Experience scheduling appointments, maintaining confidentialrecords, and responding to sensitive inquiries with discretion andprofessionalism.
• Experience using Microsoft Office applications and electronicscheduling or recordkeeping systems, such as Titanium or acomparable platform.
• Experience with purchasing, invoice processing, budget tracking,or office supply management.
• Familiarity with confidentiality practices related to student orhealth records, including FERPA or HIPAA.
• Experience following established procedures to respond to urgentconcerns and notify appropriate personnel.

Proposed Salary

This position is a pay grade 6. The available salary range is$35,441 to $50,000. Starting salary within this range is based onrelevant years of experience.

For more information about GCSU compensation practices, click here: https://www.gcsu.edu/humanresources/pay-grade-structure.

Required Documents to Attach

• Resume
• Cover Letter
• References

Knowledge, Skills, & Abilities

ABILITIES

Maintain confidentiality, exercise discretion, and workprofessionally with students, staff, faculty, vendors, and thepublic.

KNOWLEDGE

Office procedures, appointment scheduling, and electronic and paperrecordkeeping.

Confidentiality practices and applicable department and universityrequirements for handling student information, including HIPAA andFERPA.

Basic budget tracking, purchasing, invoice processing, andinventory management.

SKILLS

Clear oral and written communication, active listening, andcourteous customer service when responding to routine and sensitiveinquiries.

Organization, attention to detail, and time management tocoordinate appointments, maintain accurate records, and completetimely follow-up.

Use of Microsoft Office applications and electronic systems toenter information, prepare reports, and support dailyoperations.

Other Information

This is not a supervisory position.

This position has financial responsibilities.

This position will not be required to drive.

This role is not considered a position of trust.

This position does not require a purchasing card (P-Card).

This position will not travel

This position does not require security clearance.

Background Check

• Criminal Background Check
• Credit Report