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Administrative Coordinator, Counseling Services

Colby College
Colby College

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Student Affairs, Counseling
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Job Details

Job location: Colby College

Employment Type: Full-time
Posted data: 2021-09-01
Req: R0000553
Job DescriptionDepartment:Counseling ServicesPay Rate Type:SalaryEmployee Type:Job Summary:Counseling Services
Full-Time, 11 Month, Academic, Exempt Staff Appointment

Colby College invites applications for an administrative coordinator position in Counseling Services. We are a collegial, diverse department who engage one another and our campus partners with mutuality and shared enthusiasms for the dynamic community of highly engaged students, faculty, and staff with whom we have the privilege to work. The administrative coordinator provides office management, basic triage, and case management (with clinical staff oversight) for the College’s student mental health center. This position requires the ability to manage multiple tasks in a fast-paced environment, attention to detail, strong verbal and written communication skills, sound judgment, and a willingness to be a team player. The successful candidate must possess excellent interpersonal skills and be able to work comfortably and effectively with students struggling with mental health concerns while maintaining the highest degree of confidentiality around and sensitivity towards private healthcare information. This position also requires experience and facility with word processing, spreadsheets, and database and web applications. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.


  • Complete case management tasks under the supervision of professional clinical staff, including interacting with outside healthcare professionals, parents, and others involved in the students’ care
  • Perform basic triage for students presenting over the phone or in person with urgent or emergent mental health concerns
  • Coordinate clinical data collection, analysis, and research activities, including assistance with writing and editing reports
  • Assist with management of Titanium electronic medical records system
  • Provide support around departmental budget management
  • Facilitate the creation and organization of education and prevention program planning and implementation, including communication/marketing, assembling materials, scheduling, and reserving campus spaces
  • Collaborate with colleagues on the marketing and scheduling of Counseling Services treatment groups
  • Maintain and update Counseling Services webpage and manage overall web presence
  • Greet and schedule students for initial intakes and subsequent counseling sessions, check in students arriving for appointments, and assist first-time students in the completion of online intake paperwork and assessments
  • Handle general information inquiries over the phone and through email
  • Manage monthly on-call schedule
  • Manage opening and closing office procedures
  • Record meeting minutes
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice


  • Bachelor’s degree or the equivalent in education and experience
  • Minimum of two years of relevant experience; prior experience working in field of mental health, healthcare, and/or higher education settings is preferred
  • Excellent interpersonal, written and verbal communication skills
  • Ability to maintain the highest degree of confidentiality/sensitivity to private healthcare information
  • Comfort level with and sensitivity toward individuals struggling with mental health concerns
  • Proven working knowledge of office software with particular strengths in word processing, spreadsheets (Excel), as well as database and web applications
  • Strong proofreading and editing skills
  • Enthusiasm for working in a vibrant academic community with college students
  • Ability to work independently and as a member of a team, establish priorities, and work collaboratively as a member of a diverse community
  • Progressively responsible administrative experience
  • Exceptional organizational skills
  • Understanding of budgeting procedures and practices
  • Demonstrated experience managing multiple priorities in a fast-paced professional setting


Reporting to the director of counseling services, this position interacts with students, faculty, staff, and outside constituencies.

General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary.


Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:

Administrative Coordinator, Counseling Services – Search Committee

Office of Human Resources

Colby College

5500 Mayflower Hill

Waterville, ME 04901-8855


Working at Colby College 

Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 57 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of 1,850 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences.

Under the leadership of its new president, David A. Greene, Colby is building on this strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College’s deep liberal arts traditions. This new chapter includes plans for creating innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics.

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