Counseling Services Coordinator

Job SummaryReporting to the Director of Counseling and Psychological Services (CAPS), the Counseling Services Coordinator plays a key role in supporting the delivery of efficient, student-centered mental health services. The Counseling Services Coordinator is responsible for checking in and out students receiving CAPS services, educating them on eligibility, available services, patient portal access, required paperwork, and informed consent. The position also assists with daily operational needs such as updating schedules, supporting limited service promotion, and managing data collection for the CAPS department. Additionally, the Counseling Services Coordinator serves as a liaison with the Care Experience Team and helps schedule follow-up appointments and support case management functions as needed.Key ResponsibilitiesWelcome, register, and screen students seeking CAPS servicesSchedule and confirm appointments; verify student information and eligibilityEducate students on privacy rights, portal access, and required documentationMaintain and update health records and assist with data entry in the electronic health record (EHR) systemSupport continuity of care by coordinating referrals and follow‑up appointmentsManage provider schedules, assist with day‑of scheduling adjustments, and update calendarsProvide administrative support to the Director of CAPS and Clinical Case ManagersPartner with the Care Experience Team and Shared Services on operational workflowsSupport departmental outreach, data collection, and promotion of CAPS servicesParticipate in accreditation, quality improvement, and wellness center initiativesKnowledge, Skills & AbilitiesAbility to effectively establish and maintain cooperative working relationships within a diverse, multicultural environmentKnowledge of software applications including word processing, Excel, database management, and other electronic recordkeepingAbility to compose and appropriately format correspondence with students, faculty, and staffWorking knowledge of electronic health record systems and ability to learn new systems and assess appropriate workflowsKeen skill in executing student/customer service principles to create a welcoming environment, including motivational interviewing and de‑escalation techniquesAbility to effectively handle interpersonal interactions at all levels and highly sensitive interpersonal situationsAbility to interpret and apply policies and procedures independentlySkill in balancing multiple work priorities and the ability to organize, coordinate, and guide the work of others based on student needsAbility to perform accurately in a detail‑oriented environment, including the ability to proof the accuracy of entered/recorded information and numbersWorking knowledge of healthcare and education privacy and confidentiality laws (e.g. HIPAA, FERPA, etc.) and ability to maintain confidentiality and appropriately handle sensitive communications across all workRequired QualificationsHigh school diploma or equivalent or combination of education and experience which provides the required knowledge and abilitiesPreferred QualificationsMental Health First Aid certification (or equivalent)Bachelor’s degree in Psychology, Public Health, Social Work or equivalentTwo (2) years of directly related experience to the duties and responsibilities specifiedTwo (2) years of demonstrated experience providing excellent customer serviceExperience providing student service in a higher education environmentExperience with multi‑provider schedules/calendar systems in a wellness environmentDemonstrated project management experienceCompensationClassification: Health Education AssistantAnticipated Hiring Range: $5,446/month - $6,012/month (Step 10 – Step 15)CSU Salary Range: $4,557/month - $6,508/month (Step 1 – Step 20)San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.Application ProcedureClick Apply Now to complete the SJSU Online Employment Application and attach the following documents:• Resume• Letter of InterestAll applicants must apply within the specified application period: November 18, 2025 through December 3, 2025. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.Contact InformationUniversity Personneljobs@sjsu.edu408-924-2252Equal Employment StatementSan José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. #J-18808-Ljbffr