Part-Time Front Desk Coordinator, Counseling and Wellness Center

University of St. Thomas•Houston, TX

4d•Onsite

About The Position

The University of St. Thomas (UST), a private Catholic University committed to the liberal arts and the religious and intellectual tradition of Catholic higher education, located in Houston, Texas, is seeking applicants for a part-time, exempt, Front Desk Coordinator in the Counseling and Wellness Services department. This position reports directly to the Director of Counseling and Wellness Services. The Part-Time Front Desk Assistant serves as the first point of contact for Counseling and Wellness Services, providing professional, compassionate, and confidential administrative support. As a non-student, staff member, this role is essential in maintaining appropriate professional boundaries and ensuring a consistent, reliable presence at the front desk. This position supports a welcoming and respectful environment aligned with the University of St. Thomas' Catholic mission and the core values of the Basilian Fathers: goodness, discipline, knowledge, and community. The ideal candidate agrees with the traditional Catholic understanding of the human person and will be interested in college mental health issues. The ideal candidate would also be bilingual in English and Spanish. The Front Desk Assistant plays a key role in facilitating student access to free and confidential counseling services that promote academic success, personal growth, and wellbeing.

Requirements

High school diploma or equivalent (Associate's or Bachelor's degree preferred)
Prior experience in administrative support, customer service, or office environments
Strong interpersonal and communication skills, with the ability to interact effectively with a diverse student population
Demonstrated ability to maintain confidentiality and exercise sound judgment
An intermediate level of proficiency in Word, Excel, PowerPoint, and Outlook is required
Strong organizational skills and ability to manage multiple tasks efficiently
Demonstrated willingness to support and advance the Catholic mission of UST is required
Familiarity with electronic health record (EHR) or scheduling systems
Knowledge of FERPA and HIPAA regulations
Experience working in environments requiring professional boundaries and discretion
Bilingual or multilingual abilities preferred

Nice To Haves

Associate's or Bachelor's degree
Bilingual in English and Spanish

Responsibilities

Serve as a consistent and professional first point of contact for all visitors
Greet students with warmth, respect, and sensitivity while maintaining appropriate professional boundaries
Answer and route phone calls, emails, and inquiries promptly and professionally
Schedule, reschedule, and cancel appointments using counseling center systems
Maintain strict confidentiality of all client information in compliance with HIPAA, FERPA, and university policies
Acquire thorough knowledge of University structure, policies, and procedures
Coordinate front desk operations including student check-in and documentation processes
Monitor the reception area to ensure a calm, safe, and supportive environment
Respond appropriately to sensitive or urgent student needs and notify clinical staff when necessary or other members of the university when appropriate
Provide administrative support including budgeting assistance, document filing, data entry, scanning, and maintaining records
Support clinicians and staff with coordination and clerical tasks which may include scheduling and budgeting support
Maintain front desk organization, setting up office for opening and/or closing, and managing/tracking and ordering office supplies, as needed
All other duties as assigned