Counseling and Office Coordinator

Job Description

Job Description

Position Summary:

This position manages day‑to‑day Counseling Center operations and provides administrative support, including scheduling, document preparation, invoice processing, staff coordination, and maintaining a welcoming office environment. The Coordinator works under the Clinical Director and CEO and serves as the first point of contact, requiring an upbeat, professional demeanor. Strong attention to detail, time management, and the ability to multitask and shift quickly between tasks are essential. Because the work involves sensitive issues and human rights advocacy, the ideal candidate will be passionate about these areas. Confidentiality is mandatory. This position has no direct reports and does not oversee staffing, scheduling, or performance management. 

As our work is about making bold and lasting positive changes on sensitive issues and human rights advocacy the ideal candidate will passionately care about these issues. Confidentiality is a MUST for this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Core duties and responsibilities during scheduled hours include the following:

• Supports Signs of HOPE in the agency’s overall mission of providing hope, help, and healing to those affected by sexual violence and exploitation.
• Oversees all aspects of Counseling Center operations. 
• Assist with front office coverage, ensure to open the door and greet all incoming visitors.
• Maintain working knowledge of confidentiality and HIPPA compliance.
• Received incoming calls regarding new clients with counseling needs.
• Provide clients with necessary documentation, such as intake paperwork, the release of information forms, etc.
• Input client data, electronic records, client appointments, and clinician schedules.
• Maintain regular communication with Signs of HOPE staff and clinicians.
• Scheduling clients for counseling and group counseling sessions.
• Respond to requests for medical records.
• Address issues or concerns raised by clients. 
• Performs clerical duties including copying, faxing, mailing, and filing. 
• Maintains electronic Counseling and Admin filing systems, and files, and retrieves organizational documents, records, and reports. 
• Maintains confidentiality in all aspects of client, staff, and agency interaction and document processing. 
• Maintains the Counseling calendar to coordinate workflow and meetings. 
• Maintains the conference room schedule and ensures the room is set up and ready for use as needed. 
• Sorts and distributes incoming correspondence (including mail and email).
• Works closely with CEO, Senior Operations Director, and Clinical Director
• Prepares responses to correspondence such as writing and editing emails, drafting memos, and preparing communication on the CEO’s behalf. 
• Sets up and coordinates meetings and/or conferences for Clinical Team and CEO.
• Attends Clinical Department and other meetings as requested to record minutes.
• Compiles, transcribes, and distributes minutes of meetings. 
• Oversees ordering and organization of office supplies. 
• Submits agency invoices to the accounting team. 
• Assists in special events, such as fundraising activities.
• Performs other duties as requested.
• Be highly knowledgeable of Signs of HOPE’s goals, program model, culture, and key stakeholders.
• Other duties may be assigned.
  

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

Intellectual

• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; 
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Uses reason even when dealing with emotional topics.
• Knowledge of Poly victimization issues, dynamics of grooming and abuse/power dynamics

Interpersonal

• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral and Written Communication - Able to communicate and understand written materials fluently in English; Responds well to questions; Participates in meetings. Is an excellent spokesperson and representative for the organization to the community; Asks supervisors and/or other approved subject matter experts for assistance when necessary; Puts out excellent and error free written work product; Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Communicates clearly with office-based advocates to assure optimum service and responsiveness to clients; Gives and welcomes feedback.

Self-Management

• Planning/Organizing - Uses time efficiently; Develops realistic action plans.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Dependability – Consistently responds to calls immediately and responds to the hospital in a timely manner; Follows instructions, responds to management direction; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate persons with an alternate plan.
• Innovation - Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' interest. 

QUALIFICATIONS:

• Knowledge of clerical and administrative procedures and systems such as filing and record keeping.
• Skilled in using various office software, systems, and equipment (including Microsoft Word and Excel) and copy machines, scanners, etc.
• Ability to work independently with minimal supervision and prioritize multiple tasks and projects simultaneously. Ability to manage time effectively.
• Ability to handle and maintain confidential information discretely and diplomatically.
• Must be able to read, write, and speak English and possess excellent verbal and written communication skills including basic editing, proofreading, grammar, spelling, and punctuation.
• Bilingual in both English and Spanish preferred
• Must possess an excellent attention to detail and accuracy.
• Must be flexible and adaptable with strong interpersonal and customer service skills.
• Must excel in a team environment.
• Positive attitude with customer service orientation and willingness to “roll up shirtsleeves” to get the work done.
• Demonstrated enthusiasm and commitment to Signs of Hope’s mission and core values.
• Knowledge of QuickBooks or other accounting software.

EDUCATION AND/OR EXPERIENCE:

• Employment is contingent upon (1) a satisfactory FBI background report and (2) the passage of a pre-employment drug screening.
• Bachelor’s Degree (B. A.) in Business, Public Administration, Human Services or Hospitality from four-year College or university; or related field or equivalent experience and/or training; or equivalent combination of education and experience.
• At least three (3) years of experience in an administrative or clerical position with responsibility for general office work and procedures
• Experience in a nonprofit or human services environment is preferred. 
• Valid driver license.

PHYSICAL DEMANDS & WORK ENVIRONMENT:

• Regular walking, standing, sitting, reaching with hands/arms, and verbal communication
• Lifting, carrying, pushing, or pulling items up to 40lbs
• Reasonable accommodations may be provided
• Moderate noise and lighting levels
• Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions