Counseling Coordinator

Has God wired you with a heart for people and a gift for details? Do you thrive in a role where one moment you’re building relationships with counselors, volunteers, families, or clients, and the next you’re coordinating schedules, managing details, and making sure the behind-the-scenes pieces are in place? If you’re dependable, detail-oriented, discerning, passionate about serving others, and a natural problem solver, we would love to hear from you!

Under the supervision of the Pastor of Counseling and the YTH Care Pastor, in this role you will provide leadership, administrative coordination, operational support, and implementation for the day-to-day Counseling Ministry functions in both the adult and youth counseling offices. 

You will also facilitate internal relations, volunteer and intern support, client intake and care coordination, privacy compliance, ministry event coordination, financial administration, and liaison responsibilities between the team, volunteer counselors, lay leaders, professionals, interns, support group leaders, and clientele.

Essential Responsibilities for YTH Counseling Office

• Partner with the team in advancing the vision and mission.
• Provide administrative support to the YTH Care Pastor.
• Warmly welcome all counselors, clients, volunteers, visitors, and callers.
• Provide ongoing administrative support for counselors, including client assignments, schedules, appointments, files, procedures, and SimplePractice documentation.
• Coordinate front-desk responsibilities related to visitors, phone calls, referrals, and calendars.
• Review incoming requests from potential clients/parents to assess their needs.
• Contact potential clients/parents to explore options, describe YTH services, offer opportunities through various SBC ministries, review outside professional resources, and determine the best recommendation.  When appropriate, assign a YTH counselor and coordinate the start of services.
• Effectively respond to escalating questions, concerns, and crises, while maintaining a high level of confidentiality.
• Coordinate physical office needs, work orders, and furnishings.
• Assist with annual budget spreadsheets, monthly financial reports, and other financial tasks related to credit cards and/or reimbursements.
• Compile quarterly ministry highlights and assist with annual ministry planning activities and vision meetings.
• Participate in regular staff development through ongoing training, events, personal goal-setting, and staff meetings (for Coordinators and all staff).
• Ability to monitor voicemails for emergencies on nights/weekends as needed. 

Support Groups

• Coordinate support groups at all locations. Provide administrative tasks, registration links, schedules, supplies, website updates, room setup, technology support, and ongoing assistance for leaders and other volunteers.
• Create and maintain all eSpace room reservations.
• Coordinate with Communications on publicity cards and website content to update ministry offerings and activities.
• Create annual ministry planning spreadsheet for room reservations (Excel, eSpace, Rock).

Volunteer Engagement

• Respond to volunteer serving inquiries received through Rock or other connections to explore new opportunities. 
• Recruit volunteers, develop connections, coordinate interviews, and complete onboarding requirements.
• Develop and maintain relationships with counselors, interns, and support group volunteers to maintain their connection to the ministry through encouragement, prayer, personal connection, administrative support, and continuing education.

Support Responsibilities for Adult Counseling Office

• Partner with the team in advancing the vision and mission.
• Assist the Pastor of Counseling with administrative support.
• Partner closely with the Sr Counseling Coordinator on various assignments, projects, and events.
• Assist with opening/closing office, when needed.
• Assist with incoming requests and client files.
• Assist with interviewing new interns, volunteer professionals, and lay counselors. 
• Assist in maintaining client information in the Access database.
• Assist in maintaining HIPAA compliance records.  Ensure HIPAA standards are met throughout the Counseling Ministry.
• Assist with training classes, ongoing education, short-term project teams, and other ministry activities.
• Coordinate annual volunteer appreciation events and professional networking events.