Coordinator of Administrative Services and Case Management

Thank you for your interest in employment with Louisiana Tech University.

The Coordinator of Administrative Services and Case Management performs clerical work in Counseling Services. The employee is accountable for executing clerical and secretarial tasks encompassing fundamental administrative procedures record maintenance phone answering appointment scheduling and various general responsibilities.

Administrative Services (50%)

Utilize Titanium Scheduler to provide administrative support to the staff within Counseling Services including assistance with preparing reports and presentations filing answering phones scheduling office supply management and event and program needs. Sets objectives and accomplishes them without need for frequent followup. Participate in the processing of mail; receive sort and distribute incoming and outgoing correspondence for Counseling Services. Ensure compliance with confidentiality standards. Serves as a liaison between staff and students notifying students of various requirements initial appointments and changes in meeting schedules. Maintains all databases (e.g. Titanium) and calendars including licensure/CEU requirements and deadlines. Represents office in contact with on and offcampus individuals offices and organizations including students administration prospective students parents alumni and others. Greet and welcomes all guests in Counseling Services in a respectful and professional manner. Provide administrative support for all clinical providers in Counseling Services Requisitions materials and supplies. Investigates and arranges travel plans including airline tickets hotel reservations rental cars and other related support. Maintain cleanliness and organization of the reception area waiting rooms and other common areas. Ensuring the reception area is welcoming and comfortable for clients managing aspects such as background music reading materials temperature control etc. Ensure that Counseling Services is always compliant with the local laws regulations and code of ethics. Address minor technical issues such as problems with the computer system or telephone lines. If additional support is required contact appropriate resources. Supervise Student Assistants.

Case Management (30%)

Assist students with mental health services coordination and needs including but not limited to referral to community resources and facilitate access to care. Keep track of client progress. Regularly update client files with case notes treatment plans and any changes in the clients circumstances. Schedule and coordinate appointments for case discussions between the client and the counselor or among counseling team members. Prepare case reports for counselors or management presenting a clear overview of client progress problems and proposed solutions. Ensure all case management activities adhere to counseling ethics confidentiality guidelines and legal regulations. Communicate effectively with clients counseling staff and other parties involved in the case maintaining a professional and empathetic approach. Proactively identify potential issues that could impact the clients progress and discuss with management or the counseling team to develop solutions. Provide case management to students to adhere to Counseling Services policy. Provide clinical bridging services for clients partnering with Primary Care Physicians and other external partners. Work closely with the counseling team contributing to the development and implementation of treatment plans. Communicates with staff parents families or designated emergency contacts regarding emergencies including hospitalizations and other crises to help facilitate student success on campus or transition back to campus if possible when issues are appropriately resolved. Provide statistics and analysis of Counseling Services monthly to the Director.

Administrative Assistant to the Director of Counseling Services (20%)

Support the Director of daytoday budget responsibilities making administrative decisions in the absence. Collect and compile budgetary data for monitoring funds and keeping the department abreast of any policy changes. Actively support and assist in the planning and implementation of activities and programs that are functions of Counseling Services as guided by the Director.

A minimum of a Bachelors degree is required. Experience in administrative/clerical capacity involving public contact with responsibilities requiring tact and confidentiality desired.

Essential Functions of Job

Skilled in excellent customer service and interpersonal relationships with diverse populations. Ability to think critically to effectively solve and communicate problems in a fastpaced environment where the demands for work are varied and unpredictable in scope and volume. Ability to use computer applications and enterprise systems including proficiency with word processing spreadsheet Titanium Scheduler Work Day and presentation software. Proficiency in maintaining confidential records. Comfortable with organizing scheduling and coordination of clinical duties. Computer skills specifically in website social media and creative software. Emotional stability.

Please attach resume cover letter and graduate transcript to the application.

Please direct questions to Dr. Ashley Owen Director of Counseling Services at

Proposed salary $36000.00.

Louisiana Tech is an Equal Opportunity/Affirmative Action/ADA Employer and places a high priority on the creation of an environment supportive of ethnic minorities women veterans and persons with disabilities.

Posting Close Date: This position will remain open until filled.

Please Note: Applications must be completed by 11:59 p.m. on the Job Closing Date to ensure consideration.

Note to Applicant:

Applicants should fully describe their qualifications and experience with specific reference to each of the minimum and preferred qualifications in their cover letter. The search committee will use this information during the initial review of application materials.

References will be contacted at the appropriate phase of the recruitment process.

This position may require a criminal background check to be conducted on the candidate(s) selected for hire.

As part of the hiring process applicants for positions at the Louisiana Tech University may be required to demonstrate the ability to perform jobrelated tasks.