P/T Counseling Operations Technician 20 hrs/wk (GLS Grant- Suicide Prevention)

Ocean County College; Toms River (NJ); On-site; USD 25,000 - 39,000; Part time

Job summary

Ocean County College seeks a part-time Counseling Operations Technician to support the WAVES II grant. This role coordinates trainings, meetings, and logistics, tracks materials, and ensures documentation and reporting are complete.

The position is 20 hours per week for 12 months, with grant funding tied to continued availability. Experience in a college setting and Spanish proficiency are preferred.

Qualifications

• Associate's Degree required; HS diploma with 2 years relevant experience is acceptable.
• Experience in customer-facing roles with schedule coordination or event planning, data logging, and reporting.
• Experience in college/university settings or student services preferred.
• Written and spoken Spanish proficiency required.

Responsibilities

• Coordinate campus-wide trainings, room reservations, AV/tech requests, and attendee registration.
• Organize meeting logistics, take minutes, and track attendance for advisory groups.
• Maintain logs for grant materials and coordinate procurement-related documentation.
• Collect and format operational metrics for quarterly reporting.
• Assist with student needs assessments and institutional research initiatives.
• Ensure fiscal compliance by submitting procurement documents and invoices.
• Maintain digital and physical records of grant resources and communications.
• Perform related administrative duties to support the OCC WAVES II project.

Skills

Schedule coordination

Event planning

Data logging

Reporting

Spanish language

Education

Associate's Degree

High school diploma or GED with 2 years experience

Tools

Spreadsheet software (Excel)

Document management systems

Job description

The P/T Counseling Operations Technician will work to support the OCC WAVES II Institutionalization Project, which is supported by the Garrett Lee Smith Campus Suicide Prevention grant. Under the overall administrative supervision of the Project Administrator and working closely under the daily operational direction of the Counseling Project Coordinator, the Counseling Operations Technician will serve as the structural and administrative support hub for the grant’s front-end operations.The Counseling Operations Technician will work in alignment with the Counseling Project Coordinator to coordinate scheduling for campus-wide trainings, partner meetings, and manage the physical and digital tracking of grant-funded educational materials, and organize documentation for procurement requests and fiscal tracking.

The P/T Counseling Operations Technician will work 20 hours a week with 100% of their time committed to the OCC WAVES II project.

Classification: Non-Affiliated Hourly

Duration: 12 months/yr

Continued employment is contingent upon receiving grant funding; Grant recertification occurs in September 2027. This position is 100% funded by the GLS grant.

1. Coordinate calendar scheduling, room reservations, AV/technology requests, speaker logistics, and participant registration lists for campus-wide suicide prevention trainings, workshops, and regional conferences.
2. Organize meeting logistics, compile meeting packets, record minutes, and track attendance for the grant’s Advisory Coalition and campus/community partner meetings.
3. Maintain physical and digital tracking logs for all grant-funded materials; submit promotional literature requests to College Relations and coordinate campus distribution.
4. Collect, audit, and clean day-to-day operational metrics, including training attendance rosters, workshop feedback, and survey response counts;into standardized formats ready for quarterly SPARS reporting.
5. Assist with the administrative rollout of the campus-wide student needs assessment alongside Institutional Research initiatives.
6. Compile, organize, and submit required administrative documentation for grant-related procurement requests, purchase orders, invoices, and expense tracking to ensure fiscal compliance.
7. Maintain organized digital document repositories for grant resources, partner meeting minutes, committee communications, and promotional assets.
8. Perform related administrative and operational duties as assigned to support the goals of the OCC WAVES II project.

1. Associate's Degree. A high school diploma or GED and one year of additional experience (total of two years relevant experience) may be substituted for the degree requirement.

2. At least one year of experience in a customer-facing role that involved schedule coordination or event planning, logging or documenting data within a spreadsheet, and managing digital files and creating reports.

1. Previous experience working in a college/university setting, community mental health agency, counseling center, or student services environment.
2. Written and verbal proficiency in Spanish to assist in campus outreach and communications.