Receptionist – Counseling and Psychological Services – Division of Student Affairs

Carnegie Mellon University•Pittsburgh, PA

20d•Onsite

About The Position

Carnegie Mellon University’s Counseling and Psychological Services is searching for a full-time Receptionist. The Receptionist serves as the primary point of contact for students, staff, faculty, and visitors seeking mental health services. This position blends high-level administrative support with compassionate, crisis-informed student service. Operating as a welcoming and reassuring presence, the Receptionist manages appointment scheduling, front-desk triage, phone communications, and confidential health records in strict compliance with FERPA and HIPAA standards.

Requirements

High school diploma or GED required
3-5 years of administrative, reception, or customer service experience, ideally in a healthcare, mental health, or higher education setting
Proficiency with Google Drive (docs, sheets, etc.) and comfortable learning Electronic Health Record (EHR) software systems.
Successful Background Check
Child Protection Clearances (Act 153)

Nice To Haves

Associate’s or Bachelor’s degree preferred
Prior experience in a university or student-facing higher education environment.
Knowledge of FERPA and HIPAA privacy regulations.
Training in de-escalation techniques, Mental Health First Aid, or trauma-informed customer service.

Responsibilities

Greet students, visitors, and campus partners with a calm, welcoming, and non-judgmental demeanor.
Assist students with electronic intake check-ins, registration forms, and initial assessment questionnaires.
Recognize signs of acute emotional distress or safety risks and follow established clinical protocols to immediately escalate crisis situations to on-call counselors.
Maintain a soothing, safe, and organized waiting room environment.
Manage daily appointment scheduling for individual therapy, intake sessions, psychiatric care, and group sessions using Titanium Schedule.
Manage multi-line phone systems: answer questions, direct non-clinical inquiries, and route urgent calls appropriately.
Coordinate clinician calendars, process cancellations, and oversee automated student reminder systems to minimize no-shows.
Provide clear information regarding center services, campus resources (e.g., Student Health, Dean of Students, Disability Services), and local community providers.
Maintain strict confidentiality of all student interactions and medical records in accordance with FERPA and state mental health privacy laws.
Maintain digital client charts, upload incoming clinical documents and other documents as assigned.
Order and restock office supplies, intake forms, and other items as necessary.
Assist the Administrative Supervisor with data entry, reporting, and specialized administrative projects as assigned.
Maintain front-desk opening and closing procedures, ensuring secure storage of sensitive documents.