Counseling and Office Coordinator

Signs of Hope•Las Vegas, NV

3d•$21 - $22•Onsite

About The Position

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.

Requirements

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.
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.
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
Valid driver license.

Nice To Haves

Knowledge of Poly victimization issues, dynamics of grooming and abuse/power dynamics
Experience in a nonprofit or human services environment is preferred.

Responsibilities

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.