Administrative Assistant - Counseling Center (Part-Time)

Christian Theological Seminary•Indianapolis, IN

16h

About The Position

The Administrative Assistant provides essential front desk and administrative support to help the Counseling Center operate efficiently and follow best practices while providing a positive client experience. The role supports clinical staff and day-to-day operations, serving as a first point of contact for clients in a mission-driven setting focused on care, confidentiality, and excellence. The position is part-time, hourly, and non-exempt, with set hours on Monday and Wednesday from 5:00 p.m. to 9:00 p.m. and Saturday from 9:00 a.m. to 1:00 p.m. Christian Theological Seminary is a fully accredited ecumenical graduate school in Indianapolis, Indiana, related to the Christian Church (Disciples of Christ). Its Counseling Center provides counseling services and professional counseling preparation with spiritual and theological integration.

Requirements

High school diploma or equivalent required.
Strong interpersonal skills.
Excellent verbal and written communication skills.
Excellent customer service skills and a professional, pleasant manner.
Strong organizational and problem-solving skills.
Technology skills, including proficiency with standard office equipment such as a computer keyboard, mouse, and telephone.
Ability and willingness to work independently and collaboratively within a team setting.
Ability to perform the essential functions, with or without reasonable accommodation, using the stated or another combination of skills and abilities.
Availability for the set part-time schedule: Monday, 5:00 p.m. to 9:00 p.m.; Wednesday, 5:00 p.m. to 9:00 p.m.; and Saturday, 9:00 a.m. to 1:00 p.m.

Nice To Haves

Associate's or bachelor's degree preferred.
Previous experience in a mental health or behavioral health setting and/or medical office setting preferred.
Excel experience preferred.

Responsibilities

Perform front desk duties during normal business hours, with the desk staffed in person or virtually, including checking in patients, responding to walk-in questions, and providing referrals for clients who are not accepted or are referred elsewhere.
Create prospective client charts in the EHR system and ensure recorded data is thorough and accurate.
Manage client forms in the EHR system.
Maintain call and referral logs.
Perform opening and/or closing procedures.
Maintain HIPAA compliance and confidentiality standards.
Prepare computer-generated reports as directed by the Manager of Operations and/or Clinic Director.
Coordinate building and facilities matters with the Manager of Operations and/or Butler as directed by the Manager of Operations and/or Clinic Director.
Coordinate security issues with Butler Police when necessary.
Attend Counseling Center staff meetings as scheduled.
Oversee work-study students working the same shift.
Assist with disseminating Counseling Center communications in consultation with the Manager of Operations and/or Clinic Director.
Perform other duties as assigned.