Counseling Coordinator

SCOTTSDALE BIBLE CHURCH•Scottsdale, AZ

2d•Onsite

About The Position

Under the supervision of the Pastor of Counseling and the YTH Care Pastor, this role provides leadership, administrative coordination, operational support, and implementation for the day-to-day Counseling Ministry functions in both the adult and youth counseling offices. The position also facilitates internal relations, volunteer and intern support, client intake and care coordination, privacy compliance, ministry event coordination, financial administration, and liaison responsibilities between the team, volunteer counselors, lay leaders, professionals, interns, support group leaders, and clientele.

Requirements

Knowledge of Microsoft Office (Excel, Outlook, PowerPoint, Word, Access)
SimplePractice
Basic office systems and general administrative procedures
HIPAA standards and compliance procedures
Demonstrated Competency In Interpersonal savvy
Detail-oriented organization and accuracy
Process management and project management
Problem solving
Strong interpersonal, written, and verbal communication skills
Following directions and vision with minimal supervision
Relational skills, including a high value of people, a desire to serve others, an approachable and accessible presence, collaborative teamwork, and appreciation for individual giftedness
Ability to maintain a high degree of professionalism.
Manage several projects simultaneously and shift focus quickly from one to another.
Maintain high levels of confidentiality in various circumstances.
Manage volunteers and maintain strong relationships.
Coordinate the work and results of volunteers and other ministry participants successfully.
Discern needs and respond appropriately with flexibility.
Work in a multi-faceted environment with minimal supervision.
Forecast weekly tasks and attend to details with reliable follow-through.
Demonstrate initiative and serve as a change agent when improvements are needed.
Committed to spiritual growth and a growing relationship with Jesus Christ
Relationally unified
Servant-hearted
Operates in grace and truth
Teachable
Flexible
Desire for individual and professional growth
Positive attitude with strong initiative
High integrity in work habits and results
Desire and skill to be fully present as you care for vulnerable individuals
Detail-oriented and task-oriented
2+ years of experience in a counseling office, counseling ministry, or relevant role

Nice To Haves

Masters degree in Counseling preferred

Responsibilities

Provide administrative support to the YTH Care Pastor.
Warmly welcome all counselors, clients, volunteers, visitors, and callers.
Provide ongoing administrative support for counselors, including client assignments, schedules, appointments, files, procedures, and SimplePractice documentation.
Coordinate front-desk responsibilities related to visitors, phone calls, referrals, and calendars.
Review incoming requests from potential clients/parents to assess their needs.
Contact potential clients/parents to explore options, describe YTH services, offer opportunities through various SBC ministries, review outside professional resources, and determine the best recommendation.
When appropriate, assign a YTH counselor and coordinate the start of services.
Effectively respond to escalating questions, concerns, and crises, while maintaining a high level of confidentiality.
Coordinate physical office needs, work orders, and furnishings.
Assist with annual budget spreadsheets, monthly financial reports, and other financial tasks related to credit cards and/or reimbursements.
Compile quarterly ministry highlights and assist with annual ministry planning activities and vision meetings.
Participate in regular staff development through ongoing training, events, personal goal-setting, and staff meetings.
Monitor voicemails for emergencies on nights/weekends as needed.
Coordinate support groups at all locations, including administrative tasks, registration links, schedules, supplies, website updates, room setup, technology support, and ongoing assistance for leaders and other volunteers.
Create and maintain all eSpace room reservations.
Coordinate with Communications on publicity cards and website content to update ministry offerings and activities.
Create annual ministry planning spreadsheet for room reservations (Excel, eSpace, Rock).
Respond to volunteer serving inquiries received through Rock or other connections to explore new opportunities.
Recruit volunteers, develop connections, coordinate interviews, and complete onboarding requirements.
Develop and maintain relationships with counselors, interns, and support group volunteers to maintain their connection to the ministry through encouragement, prayer, personal connection, administrative support, and continuing education.
Assist the Pastor of Counseling with administrative support.
Partner closely with the Sr Counseling Coordinator on various assignments, projects, and events.
Assist with opening/closing office, when needed.
Assist with incoming requests and client files.
Assist with interviewing new interns, volunteer professionals, and lay counselors.
Assist in maintaining client information in the Access database.
Assist in maintaining HIPAA compliance records.
Ensure HIPAA standards are met throughout the Counseling Ministry.
Assist with training classes, ongoing education, short-term project teams, and other ministry activities.
Coordinate annual volunteer appreciation events and professional networking events.