Client Services Assistant

Counseling Center Intake Coordinator

The Student Success division at the University of South Florida, is comprised of 60 departments, providing students with academic support, engagement opportunities, health & wellness services and enhancement of the educational experience.

The Counseling Center is a critical component of Student Success at the University of South Florida, located in beautiful Tampa Bay on Florida's spectacular west coast.

The Counseling Center strives to support the mental health and well-being of the 44,000 enrolled graduate and undergraduate students at the USF Tampa campus. Through the provision of high quality clinical services and evidenced-based practice, innovative outreach, consultation, and education, the Counseling Center is recognized and valued for its contribution to the success of an exceptionally diverse student body. The Counseling Center, with a dedicated, energetic, and motivated team of 30 multidisciplinary professionals including licensed psychologists, licensed mental health counselors, licensed clinical social workers, licensed marriage and family therapists, and administrative support personnel is accredited by IACS, has an APA-accredited doctoral internship, and places embedded counselors in colleges and departments across the Tampa campus.

This position provides a range of intake duties pertaining to greeting, referring and answering inquiries for incoming clients. The position also schedules initial appointments and enters client demographic information in the Center's electronic scheduling system, as well as performs general office support activities.

Responsibilities

Schedules initial appointments for new clients with clinical staff and provides students with documents, policies, and procedural information to initiate counseling services. Arranges urgent appointments for clients with clinical staff, when appropriate. Ensures that clients are scheduled with the appropriate appointment according to their need for services.

Greets and directs all students and others who enter the Counseling Center and provides pertinent information to clients and non-clients. Responds to multiple lines, including the main extension for the Counseling Center, transfers calls to the appropriate department or person, and records and distributes messages as needed. Alerts clinicians or the Associate Director for Clinical Services in a timely manner of any client needs that are communicated that require immediate/urgent attention.

Provides direct support for Administrative Specialist and Office Manager. Ensures compliance with and makes recommendations to streamline internal operating procedures regarding the scheduling process. Enters scheduling data and other information for all staff into the Center's electronic medical record. Assists Administrative Specialist and Office Manager in maintaining the waiting room and lobby documents pertaining to Counseling Center Services.

Opens Counseling Center, checks messages left during the evening and night and takes appropriate action. Sends out appointment reminder emails/text messages to clients each morning, and processes incoming intake data and notes from third party counseling vendor. Calls any clients who may need to be canceled or rescheduled due to a Clinician being out of office. Closes Counseling Center, shuts and locks front door, places phone lines on night mode at close of business, locks filing cabinets and mail/copy room.

Qualifications

Minimum Qualifications

This position requires a high school diploma or equivalent, with two years of experience in an office or administrative support position. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Testing may be required to assess competency on word processing software.

About Us

Working at USF

With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.

About USF

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at

Compliance and Federal Notices

This position may be subject to a Level 1 or Level 2 criminal background check.

Applicants have rights under Federal Employment Laws:

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws.

Family and Medical Leave Act (FMLA)

Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.

Equal Employment Opportunity

The University of South Florida is an equal opportunity employer that does not discriminate against any employee or applicant for employment based on any characteristic protected by law. The University maintains affirmative action programs for protected veterans and individuals with disabilities in accordance with all applicable federal and state laws. This job description does not constitute an employment contract.