Program Coordinator

Job Title Program Coordinator Division Student Affairs Office Department University Counseling Center Position Category Staff FLSA Exempt Pay Range Salary Range $55,000 - $65,000 / year Fund Source State Support Job Summary The Program Coordinator provides a full range of moderate to complex clerical / secretarial work assignments in support of the Counseling Center. The Program Coordinator reports directly to the Director of the Counseling Center or designee but interacts with a wide range of staff, faculty, and students.

The Program Coordinator processes and manages payments of incoming and outgoing invoices for all vendors and services, and processes all Banner finance duties for the University Counseling Center. Arranges and processes all travel documentation for staff, updates and manages the University Counseling Center calendar. Schedules meetings for patient appointments. Records verify documentation of staff licenses, certifications, educational training, travel plans, time-off requests, and more. Works with internal and external constituents (e.g., job applicants, members, vendors, visitors, prospective students, parents, corporate or institutional contacts, and external faculty / staff) and MSU community members to support and / or resolve routine and non-routine issues. The Program Coordinator directly supports all special events and summer programming initiatives. Responsible for updating and publishing the University Counseling Center webpage and troubleshooting software challenges in various systems. The Program Coordinator schedules maintenance and housekeeping requests for the University Counseling Center. Job Duties Duties & Responsibilities :

• As the first point of contact for patients, faculty, staff, vendors, parents, and community members, the Program Coordinator must have outstanding customer service skills, which include answering phone calls, responding to emails, and supporting clients visiting the University Counseling Center. Schedule client appointments. Assist with planning, scheduling, supporting, and overseeing meetings, along with special events.
• Responsible for the day-to-day management of the Counseling Center reception area. Reviews and manages the supplies inventory and troubleshoots technical challenges in various systems with the support of the Division of Information Technology.
• Initiates and manages the hiring process with support from the Office of Human Resources for all new staff in the University Counseling Center. Draft the Position Description Form and all required documents for review by the supervisor or designee, prior to beginning the hiring process.
• Scheduling, confirming, and changing appointments for counselors and students using the Counseling Center’s Electronic Medical (Health) Records database. Maintaining the calendar and appointments for the Counseling Center and the staff of the Counseling Center.
• Upholds strict confidentiality in accordance with HIPAA regulations and clinic policies to protect all client information, including secure handling and storage of protected health information (PHI).
• Maintain organized digital and physical filing systems for client records, ensuring timely and accurate documentation, archiving, and retrieval.
• Prepares meeting agendas, distributes materials and documents, and takes meeting minutes. Handles sensitive information with confidentiality, ensuring compliance with HIPAA and FERPA regulations. Must be able to meet deadlines and adapt to changing priorities. Records meeting minutes accurately and in a timely manner. Oversees office operations, ensuring equipment, materials, and space are used efficiently and effectively.
• Drafts, proofreads, and prepares confidential correspondence, reports, agendas, and presentations using various software systems. Coordinates logistics and materials for meetings, trainings, retreats, sessions, and events.
• Supports budget and fiscal management by monitoring expenditures, preparing reimbursements, reconciling Purchasing Card transactions, and maintaining accurate records.
• Assists in the development and distribution of Counseling Center communications related to the department’s priorities and initiatives, student engagement, and community-building efforts.

Requested Minimum Qualifications Education

Experience

Other Preferences for Consideration Experience Preferred

3-5 years experience as administrative support in a clinical setting3-5 years of experience operating Electronic Medical (Health) Records software Knowledge, Skills & Abilities