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

Ocean County College; Toms River (NJ); On-site; USD 25,000 - 30,000; Part time

Job summary

Ocean County College is seeking a Part-time Counseling Operations Technician to support the GLS grant-driven WAVES II program. You will assist in scheduling campus-wide trainings, coordinating meetings, and maintaining grant-related records and materials.

The role emphasizes fiscal tracking, data collection, and stakeholder communications, including Spanish-language outreach, with 20 hours per week in a college setting.

Qualifications

• Associate's Degree required; HS diploma with additional experience may substitute.
• At least 1 year in a customer-facing role involving schedule coordination or event planning and data logging.
• Experience in college/university setting or student services is preferred.
• Spanish proficiency to assist in outreach and communications.

Responsibilities

• Coordinate calendar scheduling, room reservations, AV/technology requests, speaker logistics, and participant registration for trainings and conferences.
• Organize meeting logistics, compile packets, record minutes, and track attendance for advisory coalition and partner meetings.
• Maintain physical and digital tracking logs for grant materials; submit promotional literature requests and coordinate distribution.
• Collect, audit, and clean operational metrics for SPARS reporting; prepare data for quarterly review.
• Assist with administrative rollout of campus-wide student needs assessment with Institutional Research.
• Prepare procurement-related documentation for grants to ensure fiscal compliance; track invoices and expenses.
• Maintain digital repositories for grant resources and communications.
• Perform related administrative and operational duties to support OCC WAVES II project.

Skills

Scheduling coordination

Event planning

Data logging in spreadsheets

Document management

Spanish language proficiency

Education

Associate's Degree

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.

Responsibilities

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.

Qualifications

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.