Administrative Counselor, Counseling Center

Fort Lewis College   Durango, CO   Full-time     Administration / Clerical
Posted on September 1, 2022

Administrative Coordinator

Counseling Center

Position Summary 

The Counseling Center offers individual counseling, group therapy, psychiatric consultations, and behavioral assessments to FLC students, and provides consultations with faculty, staff, and families. The Counseling Center also makes referrals to off campus resources and provides mental health outreach on campus and in the community. As a team, we value enhancing the lives of students, team members and interns and the wider campus community in an inclusive, culturally responsive manner.   

The administrative coordinator position performs a variety of professional and administrative duties that facilitate the day-to-day operations of the Counseling Center, including general office management, scheduling & reception, initial triage for all at first point of contact with clients, electronic records maintenance & management, customer service, compiling clinical data & reports, manage billing & day-to-day purchasing, administering budgets, coordinating staff personnel matters. The position also assists in program planning and development; interprets, monitors, and analyzes information regarding operating policies and procedures; and resolves client-related problems that have a significant impact on the overall goals of the department. This position also provides general administrative assistance to the Director as needed.  The position reports to the Director of the Counseling Center.  

Minimum Qualifications 

  • A demonstrated commitment to diversity, equity, inclusion, and student success, as well as working with broadly diverse communities  
  • Three (3) or more years of office management experience or equivalent education and experience  
  • One year customer service experience or ability to demonstrate strong customer service orientation with sensitivity to the needs of others while exercising utmost confidentiality  
  • Strong skills and abilities in the areas of multi-tasking, prioritize, remain organized, and accomplish tasks in a way that is detail-oriented and ensures quality of work  
  • Experience with acting independently within given policies and procedures, and ability to take initiative  
  • Demonstrated success in a team-oriented work environment  
  • Superior verbal and written communication skills  
  • Experience with computerized scheduling, data management, Outlook, Microsoft Word and Excel, and an ability to learn college computer applications    
  • Capacity and willingness to receive and respond to direction & feedback from multiple team members, and uphold a growth mindset  
  • Ability to work within and embrace a departmental culture grounded in values of belonging, transparency, sustainability, and teamwork  

Preferred Qualifications 

  • One year of experience in an educational, healthcare or counseling-related field  
  • Experience and comfort with communication with others who in emotionally escalated or distressed  
  • Familiarity with basic symptom & behavior screening of clients in crisis situations and ability to prioritize need based on such screening  
  • Effective interpersonal skills and the ability to collaborate with and respond to multiple constituencies both at the college and in the community  
  • Demonstrated extensive involvement with, and understanding of Native American, Black, Latinx and/or LGBTQIA+ communities  
  • Demonstrated abilities in leadership, openness, and flexibility  
  • Personal skills of stress tolerance, non-defensiveness, and ability to receive and respond to feedback  
  • Basic accounting, billing, and/or budget reconciliation and management experience  

Major Responsibilities 

  • Demonstrate a commitment to diversity, equity, inclusion, and student success, as well as working with broadly diverse communities   
  • Assume responsibility for front office operations and upkeep for the department, including overseeing IT and facility maintenance needs  
  • As the initial point of contact for the department, provides excellent customer services and greets visitors (students, families, FLC employees) to determine the purpose of their visit and respond accordingly. This includes initial triage of student mental health concerns and needs through thorough questioning, observation, and intuition to determine how soon a client needs to be seen and the best counselor for the client, and can include broadly interpreting behavioral health screening instruments.  
  • Answer and screen all calls for the department and independently act on those calls, including taking messages for counselors and conveying customer concerns in an appropriate and timely manner  
  • Coordinate office schedules for 9 clinical staff members, 1 psychiatry provider, and up to 9 part-time graduate intern volunteers by scheduling, rescheduling, and canceling appointments, and sending daily appointment reminders  
  • Manage the scheduling, spreadsheet, and other necessary paperwork for Behavior Assessments in collaboration with Housing Department, while ensuring confidentiality of client records  
  • Maintain electronic records management database system (Titanium), including creating and maintaining confidential client files, category management, counselor’s daily schedules, and train staff & interns on new features, etc. on a regular basis  
  • Provide managerial budget and bookkeeping support for the department, which includes access to sensitive data, includes tracking budget expenditures, reconciling monthly and year-end budget reports, managing contracting processes with outside vendors and following college fiscal policy and procedures for making payment to third party providers, initiating and tracking campus journal voucher transactions, performing weekly client billing, and managing operational purchasing for the department  
  • Work directly with Director and collaborate with staff regarding students and office processes  
  • Collaborate effectively with campus partners & consultants including the Health Center, medication specialist and housing staff for receiving and making referrals and helping students access services  
  • Assist with creation upkeep of personnel records, and oversee staff administrative onboarding tasks for new hires  
  • Prioritize schedules and deadlines to ensure that client and staff needs and other duties are properly completed   
  • General office management including generating forms, ordering supplies, making travel arrangements.   
  • Maintain an orderly appearance in the reception area and the group room  
  • May provide other administrative support to the Director  
  • Receive feedback and demonstrate willingness to learn and grow  
  • Maintain confidentiality in all interactions  
  • Maintain client information according to state ethical guidelines  
  • Maintains knowledge and awareness of digital accessibility including the American with Disabilities Act and Section 50  
  • Produces and remediates digitally accessible materials in accordance with FLC standards  
  • Perform other duties as assigned  

Work Conditions 

The work environment characteristics described here are representative of those that an employee can expect while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

  • Moderate noise (i.e. business office with computers, phone, and printers)  
  • Ability to work in a confined area  
  • Ability to sit at a computer terminal for an extended period  

Compensation  

Salary range for this position is $38,063 to $42,438, plus a comprehensive benefits package 

Application materials received by September 12, 2022, will receive full consideration. The position will remain open until filled. 

The successful candidate will be required to submit original, official college transcripts,  and pass a background check. 

The College and the Community

Fort Lewis College, a public institution located in Durango, Colorado, offers degree programs in arts, business, education, health fields, humanities, social and natural sciences, and teacher education. Our inspiring mountain campus is located atop a scenic mesa overlooking historic Durango and situated between the San Juan Mountains and the desert Southwest. We are committed to accessible and high-quality baccalaureate education, and our hallmarks are remarkably close relationships between students and faculty, the freedom of intellectual exploration, and the challenge of experiential learning. Our 3,300 students come from 48 states, 17 countries, with 36% Native American and Alaska Native backgrounds, and 11% Hispanic backgrounds. Durango is a thriving multicultural community of 18,500 set along the beautiful Animas River Valley. Averaging 300 sunny days per year, the community is known for its outdoor lifestyle and friendly, festive atmosphere. Durango is also the cultural and economic hub of the Four Corners region, rich in dining, shopping, and entertainment, and linked with airline service to hubs in Denver, Phoenix, and Dallas.

Equal Opportunity

Fort Lewis College does not discriminate on the basis of race, age, color, religion, national origin, sex*, disability, sexual orientation, gender identity, gender expression, family or domestic status, political beliefs, veteran status, pregnancy, or genetic information. Accordingly, equal opportunity for employment shall be extended to all persons. The College shall promote equal opportunity, equal treatment, and affirmative action efforts to increase the diversity of students, faculty, and staff. The College is dedicated to building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment. To file a report, get resources, read policies, or make an appointment, See www.fortlewis.edu/CARE.

Questions about Title IX sex discrimination? Other discrimination questions?
Office of the Title 9 Coordinator
Kate Suazo
230 Skyhawk Station
1000 Rim Drive
Durango, Colorado 81301
(970) 247-6729 cmsuazo@fortlewis.edu Office of the Equal Opportunity Coordinator
David Pirrone
192 Education Business Hall
1000 Rim Drive
Durango, Colorado 81301
(970) 247-7182 djpirrone@fortlewis.edu

Information about Fort Lewis College’s alcohol and drug policy, sexual assault policy, campus security policies, campus crime statistics, fire safety procedures and fire statistics, and campus/community resources can be found in the Annual Security and Fire Safety Report. Hard copies are available upon request.

* Title IX of the Education Amendments of 1972 and Part 106 of the Code of Federal Regulations (CFR) prohibit discrimination on the basis of sex, including in admission and employment. Inquiries about the application of Title IX and CFR 106 to Fort Lewis College may be directed to FLC's Title IX Coordinator and/or to the Assistant Secretary for Civil Rights of the Department of Education.

ADAA Accommodations

Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Kristin Polens by phone 970-247-7459 or email kpolens@fortlewis.edu at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.