Front Office Coordinator, Student Counseling Services

Title: Front Office Coordinator Student Counseling Services
Division Name: Student Affairs
Department: Student Counseling Services

Job Summary

Under the supervision of the Office Administrator perform clerical duties requiring discretion compliance with all federal and local confidentiality practices and independent judgment to facilitate the smooth and efficient administration of the Student Counseling Services reception area. Responsible for greeting receiving and checking in all clients and guests as well as answering/screening department telephone calls and assisting students with accessing services and/or making appointments. This position will maintain electronic files of information regarding current and past clients of the agency. Staff members as well as masters and doctoral externs and interns depend on incumbent for the organization and knowledge of all these files and SCS processes. As such strong oral communication with a diverse clientele is absolutely necessary.

Additional Information

University Benefit Highlights:

- Insurance benefits including health dental vision and life
- Retirement and supplemental retirement planning options
- Tuition waiver benefits available to staff as well as their eligible dependents
- Paid holiday/administrative closures during Thanksgiving and Winter Breaks
- Paid benefit time

Additional University Benefit information including information regarding eligibility to participate in the State Universities Retirement System and the State of Illinois Group Insurance program can be reviewed here: Rate / Pay Rate

$18.32 - $18.97 per hour

Required Qualifications

1. High school diploma or equivalent.

2. Any one or combination totaling two (2) years (24 months) from the categories below:
A. College coursework in any curriculum as measured by the following conversion table or its proportional equivalent:
-30 semester hours equals one (1) year (12 months)
-Associates Degree (60 semester hours) equals eighteen months (18 months)
-90 semester hours equals two (2) years (24 months)
-Bachelors Degree (120 semester hours) equals three (3) years (36 months)

B. Work experience performing office/clerical activities including the use of computer systems.

3. One (1) year (12 months) of work experience comparable to the second level of this includes working under general supervision and in support of an office or of a organization. Performing office support tasks requiring knowledge of general office and departmental procedures and methods the ability to operate a variety of office equipment and the ability to operate computer systems using word processing database and software packages.

Preferred Qualifications

1. Ability to work effectively in a fast-paced front-desk environment with frequent interruptions while maintaining accuracy and attention to detail

2. Proficiency with standard office technology including printing and scanning equipment and the ability to learn and adapt to new software systems

3. Strong written and oral communication skills including the ability to produce clear accurate and professional materials

4. Excellent clerical computer organizational time-management and interpersonal skills

5. Ability to work both independently and collaboratively as part of a team

Work Hours

8:15am to 4:45pm Monday Tuesday Thursday and Friday
10:45am to 7:15pm Wednesday

Functional Expectations

Must be able to complete the following with or without a reasonable accommodation:

1. Remain at a workstation for extended periods
2. Effectively communicate on a daily basis.

Proposed Starting Date

February 2026

Required Applicant Documents

Resume
Cover Letter
Reference List

Please Note: These documents are required to be submitted online in order to complete the application process. Please have these documents ready prior to clicking on Apply

Optional Applicant Documents

Transcripts - See Special Instructions section for additional options
Certification of Retirement Annuity

Please Note: These documents may be submitted online in order to complete the application process. Please have these documents ready prior to clicking on Apply

Special Instructions for Applicants

Please fully complete the entire application including but not limited to the education and work history portions. Be specific on your work history including employment dates (if part-time you must list the number of work hours) and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however it will be converted to a full-time equivalency to determine combined length of experience. Please do not put see resume in the duties and responsibilities section of the work history. This will be considered an incomplete application and incomplete applications will not be considered.

If you are using college or university coursework to qualify for this position then transcripts (may be unofficial) must be submitted prior to the application deadline to receive full consideration. Transcripts can either be uploaded with your application or submitted via the options listed below.

To be eligible for Veterans Preference points on the exam appropriate military service documentation such as a DD-214 must be submitted prior to the application deadline.

Fax: 309.438.0011 Attn: Mackenzie Chapman
Address: Illinois State University
Human Resources
Campus Box 1300
Normal IL 61790-1300

The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of applicant materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position you will receive a score calculated based on your education and experience and your name will be placed on the active employment register by exam score. After the application deadline the names within the top three scores will be referred to the department for interview.

Illinois State University is authorized to do business within the State of Illinois. All work under this appointment is required to be performed from within the State of Illinois.

This position is represented by AFSCME Local 3236-Clericals.

Applicants for this position must be authorized to work in the U.S. without ISU sponsorship. Sponsorship for work authorization will not be considered for this position.

Contact Information for Applicants

Mackenzie Chapman
Human Resources

Important Information for Applicants

This position is subject to a criminal background investigation and if applicable an employment history review based on University Policy 3.1.30 and any offer of employment is contingent upon you passing a satisfactory criminal background investigation and/or an employment history review. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Illinois State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or status as a protected veteran.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal law you may request an accommodation by contacting the Office of Equal Opportunity and Access at . The Office of Equal Opportunity and Access will hold any confidential information you provide in confidence.

If you are having difficulty accessing the system please call Human Resources at .