Counseling Department Office Administrator and Intake Coordinator

Full-time - Entry Level

Saint Louis, MO

Educational Services

About the position

Covenant Theological Seminary is seeking a highly organized and compassionate individual to serve as the Counseling Department Office Administrator and Intake Coordinator. This person will be responsible for managing the administrative functions of the Counseling Department while also handling client intake processes. The ideal candidate will have a heart for ministry, excellent organizational skills, and experience working in an office environment that supports both a clinical and educational setting.

Responsibilities

• Manage day-to-day operations of the Counseling Department office, ensuring smooth functioning of administrative tasks.
• Provide general administrative support, including scheduling, correspondence, and filing.
• Maintain and update client files, ensuring all documentation is current and accurate.
• Assist in the preparation and coordination of department events, meetings, and activities.
• Serve as the first point of contact for inquiries related to the Counseling Department.
• Process incoming client inquiries for counseling services, providing clear and accurate information about intake procedures.
• Schedule intake appointments, ensuring the coordination of counselor availability and client needs.
• Collect and review necessary intake forms and documents to prepare for initial sessions.
• Facilitate communication between clients, counseling staff, and seminary faculty as needed.
• Maintain and update a system for tracking intake progress and follow-up.

Requirements

• High school diploma or equivalent required; Bachelor's degree preferred.
• At least 2 years of experience in office administration or a related field; experience in a counseling or healthcare setting is a plus.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• Excellent communication skills, both written and verbal, with a professional demeanor.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.) and familiarity with office equipment.
• A heart for ministry and a desire to serve others, particularly in a counseling context.
• A commitment to upholding the values and mission of Covenant Theological Seminary.

Nice-to-haves

• Experience with electronic health record (EHR) systems or client management software.
• Knowledge of counseling practices and terminology is a plus.
• Experience in a Christian ministry or faith-based organization is highly desirable.