Position Summary

The Department Coordinator of Counseling provides administrative support to the department head, faculty, and students. The incumbent will work in collaboration with the Clinic Manager to support the daily operations of the counseling clinic. Additionally, the Position will provide administrative support to the faculty and students of the Counseling department and will work with all stakeholders to ensure all front office operations run efficiently between patients, clinicians, faculty, students and staff.

The incumbent must possess the ability to be flexible, multi-task, and adapt to the ever-changing duties to be performed for the department. Incumbent must possess strong problem-solving skills and the confidence to make decisions and act accordingly. Incumbent must possess language skills to communicate effectively both orally and in writing with a diverse population, working independently to enhance work related to human resources, purchasing, clinical operations, maintenance of databases, and other work-related duties. Incumbent must understand and comply with state, federal, university and school policies, rules, and regulations.

Faculty and Department Head Support:

Assist the department head in planning, executing and documenting minutes for departmental meetings. Assist the department head/faculty in planning and executing department events, including New Student Orientation, White Coat Ceremony, Interview days, Information Sessions, and counseling research symposium. Organize and maintain departmental and program files to include meeting minutes, class syllabi, student files, practicum internship files, and book lists and textbook orders, following LSUHSC and outside agency guidelines. Identify operational issues and implement changes to provide resolution. Responsible for executing, with minimal direction, administrative duties at a high level with considerable discretion and judgement. Assists the department head and faculty in the collection and preparation of accreditation annual reports, organize and analyze data sets to produce tables, graphs, and charts. Maintains and updates student files continuously with materials received daily from the Office of Student Affairs, department head and faculty, and application agencies for prospective, current and past students. Maintain department inventory records to insure that property records are up to date according to the LSUHSC guidelines. Support the faculty by initiating and renewing professional service agreements.

Admissions and Student Recruitment:

• Manage e-mail and telephone communications between interested and potential applicants.
• Assist the admissions coordinator in the admission process for students applying to the counseling program, including, but not limited to, monitoring and management of the online admissions site, and tracking applicant requirements and statistics.
• Responsible for assisting the admissions coordinator in planning and organizing applicant interviews, including scheduling, tracking data via excel, and relevant communication with interviewees.
• Responsible for creating acceptance, waitlist and rejection letters for program admissions and sending to program applicants.
• Assists with the enrollment of new students by tracking transcripts and other relevant paperwork.
• Assists the department head and admission’s coordinator with facilitating Information Sessions to include: email communication with prospective applicants prior to session, guiding prospective applicants to session location, creating powerpoints when directed, organizing demographic information following sessions, etc.

Student Clinic and Faculty Practice Clinic Administration:

• Order clinic supplies, materials, and durable medical equipment as needed for both Clinics.
• Maintain a sufficient level of supplies and materials for use in the Faculty Practice clinic to insure the smooth operation of the clinic.
• Set up purchasing requisitions for clinical activities in PeopleSoft system with a minimum of rework. Receive purchase orders and verify invoices for payment, submitting invoices to Accounts Payable and the Billing Office for processing in a timely manner.
• Incumbent provides support in the Faculty Practice clinic to include: answering clinic reception phone line, referrals/authorizations, scheduling new and existing patients, processing new and existing patient forms, entering charges for services provided by faculty in the Faculty Practice clinic, and collecting patient payments.
• Ensure the security and privacy of patient or participant medical records.
• Other duties as assigned to support the clinic office in the daily clinic operations

Research and Grant Support:

• Provide research and grant support to all faculty members.
• Collects and prepares applications and monitors budgets and requirements related to departmental research and grants.

Minimum Qualifications

Bachelors degree in Business, Healthcare or related field

2 years of experience with strong organizational and interpersonal skills in an office administrative environment

Masters degree can substitute for 2 years of work experience

LSU Health New Orleans seeks candidates who will contribute to a climate where students, faculty, and staff of all identities and backgrounds have equitable access and success opportunities. As an equal opportunity employer, we welcome all to apply without regard to race, color, religion, age, sex, national origin, physical or mental disability, genetics, protected veteran status, military statue, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. LSU Health New Orleans is also designated as a State As a Model Employer (SAME) agency and provides assistance to persons needing accommodations or with the accessibility of materials. For those seeking such accommodations or assistance related to this search, we encourage you to contact the Office of Human Resource Management (HRMADA@lsuhsc.edu).

Comprehensive benefits are available to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement plans; generous annual and sick leave; 14 paid holidays per year; and an employee health primary care clinic. See following link for more details on our benefits offerings: LSUHSC, New Orleans – Benefits

Other employee benefits include a full-service credit union, wellness benefits featuring complimentary fitness center membership for employees and their spouses, employee assistance program, campus assistance program, and pet insurance option. More information about these benefits can be found on this webpage: Additional Benefits