Counseling Services Coordinator

CSU Careers • San José, CA

3d

About The Position

Reporting to the Director of Counseling and Psychological Services (CAPS), the Counseling Services Coordinator plays a key role in supporting the delivery of efficient, student-centered mental health services. The Counseling Services Coordinator is responsible for checking in and out students receiving CAPS services, educating them on eligibility, available services, patient portal access, required paperwork, and informed consent. The position also assists with daily operational needs such as updating schedules, supporting limited service promotion, and managing data collection for the CAPS department. Additionally, the Counseling Services Coordinator serves as a liaison with the Care Experience Team and helps schedule follow-up appointments and support case management functions as needed.

Requirements

• High school diploma or equivalent or combination of education and experience which provides the required knowledge and abilities
• Ability to effectively establish and maintain cooperative working relationships within a diverse, multicultural environment
• Knowledge of software applications including word processing, Excel, database management, and other electronic recordkeeping
• Ability to compose and appropriately format correspondence with students, faculty, and staff
• Working knowledge of electronic health record systems and ability to learn new systems and assess appropriate workflows
• Keen skill in executing student/customer service principles to create a welcoming environment, including motivational interviewing and de-escalation techniques
• Ability to effectively handle interpersonal interactions at all levels and highly sensitive interpersonal situations
• Ability to interpret and apply policies and procedures independently
• Skill in balancing multiple work priorities and the ability to organize, coordinate, and guide the work of others based on student needs
• Ability to perform accurately in a detail-oriented environment, including the ability to proof the accuracy of entered/recorded information and numbers
• Working knowledge of healthcare and education privacy and confidentiality laws (e.g. HIPAA, FERPA, etc.) and ability to maintain confidentiality and appropriately handle sensitive communications across all work

Nice To Haves

• Mental Health First Aid certification (or equivalent)
• Bachelor’s degree in Psychology, Public Health, Social Work or equivalent
• Two (2) years of directly related experience to the duties and responsibilities specified
• Two (2) years of demonstrated experience providing excellent customer service
• Experience providing student service in a higher education environment
• Experience with multi-provider schedules/calendar systems in a wellness environment
• Demonstrated project management experience

Responsibilities

• Welcome, register, and screen students seeking CAPS services
• Schedule and confirm appointments; verify student information and eligibility
• Educate students on privacy rights, portal access, and required documentation
• Maintain and update health records and assist with data entry in the electronic health record (EHR) system
• Support continuity of care by coordinating referrals and follow-up appointments
• Manage provider schedules, assist with day-of scheduling adjustments, and update calendars
• Provide administrative support to the Director of CAPS and Clinical Case Managers
• Partner with the Care Experience Team and Shared Services on operational workflows
• Support departmental outreach, data collection, and promotion of CAPS services
• Participate in accreditation, quality improvement, and wellness center initiatives

Benefits

• San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees