Receptionist – Counseling and Psychological Services – Division of Student Affairs

Carnegie Mellon University; Pittsburgh (Allegheny County); On-site; USD 22,000 - 32,000; Full time

Benefits offered by this job

Medical benefits

Tuition benefits

Paid time off

Retirement plan

Transit pass

Childcare support

Fitness center access

Job summary

Carnegie Mellon University’s Counseling and Psychological Services (CaPS) invites applications for a full-time Receptionist on campus in Pittsburgh, PA. The role blends high-level administrative support with compassionate student service and crisis-informed care.

You will manage front-desk triage, scheduling, and secure health records handling while guiding students, staff and visitors to appropriate resources.

Qualifications

• High school diploma or GED required; Associate’s or Bachelor’s degree preferred.
• 3-5 years of administrative, reception, or customer service experience, ideally in healthcare, mental health, or higher education.
• Proficiency with Google Drive (docs, sheets, etc.) and comfortable learning Electronic Health Record (EHR) software systems.

Responsibilities

• Greet students, staff, and visitors with a calm, welcoming demeanor and triage when needed.
• Schedule appointments for individual therapy, intake sessions, psychiatric care, and group sessions.
• Maintain confidentiality of student records in line with FERPA and HIPAA; manage digital charts and documents.

Skills

Communication

Multitasking

Active listening

Education

High school diploma

Associate’s or Bachelor’s degree preferred

Tools

Google Drive

EHR software

Job description

For more than 70 years, the Counseling and Psychological Services(CaPS) at Carnegie Mellon University has been addressing the mentalhealth needs of the university community by providing confidentialtreatment to students and collaborating with staff, faculty andfamily members. CaPS helps students improve their psychologicalhealth by facilitating insight and fostering deeper understandingof their personal struggles needed to make better choices forthemselves. Services at CaPS are developmental in nature, aimed atsupporting students in the moment and in their personal growth andmaturation over time.

Carnegie Mellon University’s Counseling and Psychological Servicesis searching for a full-time Receptionist. The Receptionist servesas the primary point of contact for students, staff, faculty, andvisitors seeking mental health services. This position blendshigh-level administrative support with compassionate,crisis-informed student service. Operating as a welcoming andreassuring presence, the Receptionist manages appointmentscheduling, front-desk triage, phone communications, andconfidential health records in strict compliance with FERPA andHIPAA standards.

Core responsibilities include:

1. 1. Client Reception & Triage Support
   • Greet students, visitors, and campus partners with a calm,welcoming, and non-judgmental demeanor.
   • Assist students with electronic intake check-ins, registrationforms, and initial assessment questionnaires.
   • Recognize signs of acute emotional distress or safety risks andfollow established clinical protocols to immediately elevatecrisis situations to on-call counselors.
   • Maintain a soothing, safe, and organized waiting roomenvironment.
2. 2. Appointment Scheduling & Front Desk Operations
   • Manage daily appointment scheduling for individual therapy,intake sessions, psychiatric care, and group sessions usingTitanium Schedule.
   • Manage multi-line phone systems: answer questions, directnon-clinical inquiries, and route urgent calls appropriately.
   • Coordinate clinician calendars, process cancellations, andoversee automated student reminder systems to minimizeno-shows.
   • Provide clear information regarding center services, campusresources (e.g., Student Health, Dean of Students, DisabilityServices), and local community providers.
3. 3. Confidentiality & Medical Records Administration
   • Maintain strict confidentiality of all student interactions andmedical records in accordance with FERPA and state mental healthprivacy laws.
   • Maintain digital client charts, upload incoming clinicaldocuments and other documents as assigned
4. 4. Administrative Support & Facilities
   • Order and restock office supplies, intake forms, and otheritems as necessary..
   • Assist the Administrative Supervisor with data entry,reporting, and specialized administrative projects asassigned.
   • Maintain front-desk opening and closing procedures, ensuringsecure storage of sensitive documents.

You should demonstrate:

• Empathy & Composure: Ability to maintain a gentle, calm,and grounded presence under pressure or when speaking withdistressed individuals.
• Discretion: Absolute commitment to privacy, ethics, andsafeguarding sensitive personal information.
• Communication: Excellent verbal and written communicationskills with strong active listening capabilities.
• Multitasking & Organization: Strong organizational skillsto manage high desk traffic, ringing phones, and schedule updatessimultaneously.

Qualifications:

• High school diploma or GED required; Associate’s or Bachelor’sdegree preferred
• 3-5 years of administrative, reception, or customer serviceexperience, ideally in a healthcare, mental health, or highereducation setting
• Technical Skills: Proficiency with Google Drive (docs, sheets,etc.) and comfortable learning Electronic Health Record (EHR)software systems.
• A combination of education and relevant experience from whichcomparable knowledge is demonstrated may be considered.

Preferred Qualifications

• Prior experience in a university or student-facing highereducation environment.
• Knowledge of FERPA and HIPAA privacy regulations.
• Training in de-escalation techniques, Mental Health First Aid,or trauma-informed customer service.

Requirements:

• Successful Background Check
• Child Protection Clearances (Act 153)

Additional Information:

• Sponsorship : Applicants for this position must becurrently legally authorized to work for CMU in the United States.CMU will not sponsor or take over the sponsorship of an employmentvisa for this opportunity. Carnegie Mellon is not a qualifyingemployer for the STEM OPT benefit: only the 12-month OPT may beused to work at Carnegie Mellon.
• This role is fully on campus

Joining the CMU team opens the door to an array of exceptionalbenefits.

Employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, andvision insurance as well as a generous retirement savings program with employercontributions. Unlock your potential with tuition benefits , take well-deserved breaks withample paid time off and observed holidays , and rest easy with life and accidentaldeath and disability insurance.

Additional perks include a free Pittsburgh Regional Transit buspass, access to our Family Concierge Team to help navigatechildcare needs, fitness center access , and much more!

For a comprehensive overview of the benefits available, exploreour Benefits page .

At Carnegie Mellon, we value the whole package when extendingoffers of employment. Beyond credentials, we evaluate the role andresponsibilities, your valuable work experience, and the knowledgegained through education and training. We appreciate your uniqueskills and the perspective you bring. Your journey with us is aboutmore than just a job; it’s about finding the perfect fit for yourprofessional growth and personal aspirations.

Location

Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information:

• Please visit " Why Carnegie Mellon " to learn more aboutbecoming part of an institution inspiring innovations that changethe world.
• Click here to view a listing of employee benefits
• Carnegie Mellon University is an Equal OpportunityEmployer/Disability/Veteran .
• Statement of Assurance