Intake Coordinator

Gordon Conwell Theological Seminary•Charlotte, NC

42d

About The Position

The Office Assistant/Intake Coordinator provides essential administrative and operational support directly for the Community Counseling Center (CCC). This role helps support the daily operations of the counseling center, guests, and visitors, ensuring a professional, welcoming environment for clients, students, and community partners. The coordinator manages the center’s main telephone and shared inbox, organizes client intake and scheduling, maintains documentation workflows, and assists with marketing, outreach, and intern support. This position also contributes to the ongoing development of administrative systems including basic clinical billing and coding processes. This is a part-time position (25 hours weekly) with weekday coverage and occasional evenings for events.

Requirements

Administrative Excellence: Demonstrated ability to manage multiple administrative tasks with attention to detail, accuracy, and timeliness in a professional counseling or academic environment.
Confidentiality & Ethics: Thorough understanding of and commitment to confidentiality under HIPAA and institutional privacy standards. Models’ professionalism and ethical conduct in all interactions.
Communication & Interpersonal Skills: Strong written and verbal communication skills with the ability to interact courteously and effectively with clients, students, faculty, staff, and community partners. Exhibits warmth, empathy, and professionalism at all times.
Customer Service Orientation: Creates and maintains a welcoming and supportive environment for clients and visitors. Handles inquiries with sensitivity and respect.
Organizational & Time Management Skills: Ability to prioritize competing demands, manage scheduling logistics, track documentation, and maintain organized digital and physical records.
Technical Proficiency: Competent in Microsoft Office Suite, Teams, and database or EHR systems (e.g., Simple Practice or equivalent). Comfortable learning new software and managing electronic workflows.
Problem-Solving & Initiative: Able to anticipate needs, troubleshoot operational challenges, and recommend process improvements to enhance efficiency and client experience.
Flexibility & Growth Mindset: Demonstrates adaptability, openness to change, and a genuine desire to grow with a developing counseling center.
As representatives of Gordon-Conwell Theological Seminary, all employees should be Christians willing to respect our Statement of Faith and affirm our Community Life Statement.
Bachelor’s degree in Counseling, Psychology, Healthcare Administration, or related field (preferred).
2+ years of administrative experience in counseling, healthcare, and/or higher-education settings.

Nice To Haves

Interest or experience in medical billing and coding is a plus

Responsibilities

Support daily operations of the Center, guests, and visitors, creating a warm and professional atmosphere.
Manage Center’s phone line and shared inbox, answer inquiries, schedule appointments, and route referrals.
Oversee and/or assign intake screenings and support the distribution/collection of client documentation
Maintain compliance with HIPAA and Center policies in all communications and records.
Oversee front-desk coverage, office organization, scheduling, and supply inventory
Support documentation workflows for clinical forms, progress notes, treatment plans, and risk assessments.
In coordination with the Clinical Director ensure accurate maintenance of client records,
Track appointment flow, cancellations, and attendance trends; report to the Clinical Director.
Assist with technology and office logistics for staff, interns, and visitors.
In coordination with Director support onboarding of new practicum/internship interns, including orientation logistics, system access, and training materials.
In coordination with Director maintain intern files, supervision logs, and documentation checklists.
In coordination with Director coordinate supervision schedules and assist with evaluation processes.
Support Director in managing intern-related administrative tasks and program organization.
In coordination with GCTS Marketing and Communication assist in designing and distributing Community Counseling Center marketing materials (flyers, QR codes, website, social media).
Coordinate and/or support outreach to campus, churches, and community organizations.
Support event logistics for Center sponsored workshops, psychoeducational groups, and open houses.
Maintain accurate payment tracking in line with the Community Counseling Center’s self-pay policy.
Learn and apply basic billing and coding principles to support long-term insurance readiness.
Help document workflow improvements in collaboration with the Clinical Director.