Administrative Coordinator

Job Locations US-NY-Valhalla
Requisition ID
Position Type
Schedule Shift
Hours Per Week
Administrative/Office Support
FLSA Status


The coordinator provides administrative support to the Director and other professional staff working in the Office of Student Mental Health and Wellness.  In addition to general administrative support, the coordinator provides assistance with the budget as well as scheduling meetings and event planning. They demonstrate excellent verbal and communication skills and able to assist all parties that interface with the Office. Due to the nature of the department, this can involve handling sensitive situations requiring a high degree of discretion and understanding of confidentiality guidelines.  They serve as a liaison and ensures effective communication between the department and other administrative offices throughout the College and external vendors and partners.  


  1. Provide administrative support to the Department of Student Mental Health and Wellness; Monitors waiting room flow, reporting problems to the Director of Counseling Services
  2. Under the direction of the Director, manages the Electronic Medical Records (EMR): creates staff accounts, runs data reports, trains inexperienced staff on access and utilization, coordinates data being input into the record from outside sources including external reports, outside clinical reports, including compiling and monitoring services utilization data.
  3. Assists with the preparation of statistical summaries and reports regarding counseling service activities including quality assurance projects.
  4. Manage the interface of clinical reports and database between telehealth company and SMHW.
  5. Responsible for referrals to external psychiatry partners, including obtaining insurance to coordinate referrals/troubleshooting for students and processing reimbursements.
  6. Assists in the preparation and distribution of appropriate brochures, visual data charts, reports, statistics, etc.
  7. Reviews, edits, and monitors the website for necessary updates, and adding new content.
  8. Monitors and creates student survey, manages data, and prepares reports.

General Support

  1. Maintains and orders office supplies and equipment, including assistance with researching new equipment as needed.
  2. Maintains departmental shared drive, documents, and related resources.
  3. Maintain and coordinate SMHW calendar; schedule and confirm all department meetings.
  4. Arranges for repairs and replacements of office and computer equipment.
  5. Explains and provides students with consent forms.
  6. Responsible for monitoring and posting on department social media account, including content in consultation with the Director.
  7. Assists with onboarding of all new staff and clinical interns.
  8. Assists with the editing, of all department documents. Policies, procedures, presentations, and other documents.
  9. Supports the Director and Administrative directors’ initiatives and priorities for the department.
  10. Act as a liaison with virtual Telehealth partners to troubleshoot when required or directed by Student Mental Health and Wellness. Contact Telehealth liaison to troubleshoot and resolve any barriers to accessing care.
  11. Maintain a clean and approachable office area, communicate in a clear and professional manner, and filter requests as needed.

Project Management Support

  1. Under the direction of the Director, represents the department at some tabling/outreach activities or events.
  2. Arranges space, audio-visual, and catering for events.
  3. Plan, schedule, coordinate, promote, and attend SMHW events.
  4. Monitor room schedules and zoom room for the counseling services virtual events and wellness classes. 
  5. Student Newsletter: Create/maintain template, provide monthly updates to content and photos, and distribute to students and Deans.

Financial Support

  1. Maintains and reconciles financial budget and accounting. 
  2. Assists with reimbursement requests to the extent needed, including logging payments into spreadsheets weekly. Responsible for running Wellness Class programs including communicating with instructor, processing monthly invoices, track attendance, etc.
  3. SMHW – responsible for all financial related tasks (budget monitoring), purchasing/ordering, budget transfers, receiving items and invoices, cutting checks, etc.)
  4. Responsible for processing student reimbursement, and providing, tracking, and monitoring these funds in accordance with the department policy.


  • Bachelor's degree, or the equivalent combination of education, training and experience from which comparable skills can be acquired.
  • 2-3 years administrative secretarial experience, preferably in a college or university environment.
  • Excellent communication and interpersonal skills including the ability to interact tactfully with students, parents, and staff.
  • Professional appearance
  • Excellent time management skills and the ability to meet stringent deadlines in a busy school environment is key, as well as the ability to juggle multiple, competing priorities
  • Ability to be resourceful and proactive in dealing with issues that may arise.
  • Ability to organize, multi-task, prioritize and work under pressure.
  • Strong attention to detail is required.
  • Strong computer and website publishing skills required, including experience with word processing, spreadsheet.
  • Comfort using social media.
  • Adaptability to new technology and intermediate to advanced proficiency with technology including Google Suite and Microsoft Excel and PowerPoint; Proficient with Microsoft Office Suite

Physical and Environmental Demands

Physical: Light -medium; may need to unpack office supply boxes. Working at a computer for long periods of time, traversing campus/buildings for meetings/work

Minimum Salary

USD $45,136.00/Yr.

Maximum Salary

USD $56,420.00/Yr.


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