Administrative Coordinator for Counseling and Health ...

Posting Details Posting Details Posting Number: 0601255 Position Title: Administrative Coordinator for Counseling and Health Services FLSA: Non-Exempt Job Type: Full-Time Staff Term: 12 Months Staff Work Schedule (hours/dates): M-F 8:30-4:30 Academic Year Schedule (dates):Faculty Term:Position Type: Staff Department: Counseling and Health Services Job Summary/Basic Function: The Administrative Coordinator for Counseling and Health Services serves as the primary administrative contact for the Counseling Center and ancillary support for Health Services. The Coordinator is responsible for executing a variety of administrative tasks needed to manage the day-to-day functions of the Counseling Center. The Coordinator must be able to work in a fast-paced, diverse, and high-performance environment. The Coordinator reports to the Associate Dean for Health and Wellness/Director of Counseling. Given the sensitive and private nature of the services provided in this department, the highest level of confidentiality, communication skills, sensitivity, and professionalism is required at all times in this position. Counseling & Health Services Operations (70%) Serve as the first point of contact for phone, email, and in-person inquiries; coordinate appointments and manage clinician schedules. Maintain office systems, including technology setup, EMR management, scanning and uploading records, documentation of all contacts, and processing records requests. Support clinical operations during psychological emergencies, including preparing documentation, coordinating transport, and maintaining confidentiality. Track student health documentation, immunization compliance, and related follow-up; coordinate with the Dean of Students on account holds. Assist with communication and coordination between Counseling, Health Services, campus partners, vendors, and outside providers. Manage office supplies, equipment maintenance, work orders, mail distribution, and meeting logistics. Support Training Director with administrative needs related to graduate trainees. Outreach & Education (20%) Lead planning and execution of campus-wide wellness events each semester. Collaborate with campus partners on education initiatives. Manage event logistics, reservations, materials, and purchasing; prepare expense reports and budgets Finance & Administrative Support (10%) Assist with departmental budgeting, purchasing, and compliance with the division of Student Affairs and the Finance Office policies. Minimum Qualifications: High school diploma or GED with exceptional, proven expertise and skills to accomplish all aspects of this position. A minimum of 3 years of experience working as an Administrative Assistant or Coordinator in high-traffic, busy offices with diverse clientele and diverse colleagues. Minimum of 1 year of experience leading or significantly contributing to the planning and execution of professional events or programming. Experience within a medical setting or a confidential setting such as a mental health clinic is preferred. Experience with Microsoft Office, Google Suite, MAC and PC computer expertise. Preferred Qualifications: Vocational or technical training, Associate's Degree or Bachelor's Degree preferred. Focus on administration, human services, or medical setting experience. Multilingual. Experience with electronic medical records. Compensation and Benefits To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program. When determining and establishing hiring rates or recruitment ranges for a position, the College considers a number of factors including the budget for the position, the range of the grade, the external market for the position or similar positions, level and scope of responsibilities, required education, skills and relevant experience as well as internal equity. All salary offers must have the prior approval of the Office of Human Resources. The starting hourly rate for this position is $24/hour. Physical DemandsADA Statement: Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities. Eeo Statement Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups. Wheaton's core belief is that valuing diversity is pivotal to personal development, intellectual expansion, and societal equity. Our community is united by a shared dedication to equity and access that is essential to providing a transformative education in the Liberal Arts and Sciences. Posting Date: 12/18/2025 Closing Date:Open Until Filled Yes Contact(s): Office of Human Resources Contact Phone/Extension: 508-286-8206 Contact Email: Contact FaxSpecial Instructions to Candidates: The federal government and the state of Massachusetts have made the decision to end the COVID-19 public health emergency. Effective June 1, 2023, the college will no longer require COVID-19 vaccinations and boosters for members of our community. Rather, we strongly recommend that everyone stay up to date on their vaccinations, including boosters, as recommended by their health care provider. While we will no longer require COVID-19 vaccinations, we strongly encourage members of our campus community to adhere to public health recommendations for vaccination to protect against COVID-19, as well as influenza and other diseases.

Created: 2026-03-04