Clinic Coordinator

The Clinic Coordinator, working under the supervision of the Clinic Director, performs management and coordination duties for the Counseling Practicum Clinic ( CPC), which is a departmental training clinic for the APA (American Psychological Association) accredited doctoral program in counseling psychology and the master's graduate programs in clinical mental health and rehabilitation counseling programs in the College of Health's ( COH) Department of Counseling Psychology, Social Psychology, and Counseling. The CPC offers in-person and telehealth counseling services to individuals of all ages, couples, and families in Muncie and greater Indiana. Counseling and Counseling Psychology graduate students work with clients under the supervision of licensed psychologists and counselors, providing supportive counseling services for mental health needs and concerns. This position offers the ability to work flexible hours including evenings. Occasionally, evening hours are required.

Associate degree or equivalent in secretarial or office management or related field.

At least one year of office administration or related experience.

Bachelor's degree.

Previous experience working in a HIPAA compliant medical/clinical setting; Management and supervisory experience in a health-care setting.

Knowledge and use of electronic health records systems.

Graduate students - Clinic Staff, Clinic Assistants, and counselors in training.

Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status.

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.

Provide administrative supervision and oversight for Graduate students (Clinic Staff, Clinic Assistants, and others working in the CPC).

Provide training for, monitor usage of, and maintain electronic health electronic records ( EHR). Ensure that EHR and paper records storage and use are in compliance with HIPAA. Review, track, and monitor student and faculty submission of CPC documents, including client records and other CPC-related documentation.

Provide training, manage access, troubleshoot, and monitor usage of various software and online programs (e.g., B-Line, MyOutcomes, Sonia, VPN, Onedrive) and Zoom HIPAA compliant accounts. Communicate with COHIT support regarding any CPC issues related to EHR, video recording, and Telehealth accounts, electronic equipment, and recording hardware, and serve as point person for problem resolution. Monitor use and proper functioning of CPC computers, laptops, and clinic Wi-Fi, and serve as the liaison between the CPC and COHIT for their oversight, distribution, and maintenance of clinic computers, laptops, iPad, etc.

Provide administrative oversight for master's practicum courses and doctoral practicum. Oversee CPC-related communications to students, faculty, and external parties as relevant.

Attend weekly and biweekly clinic meetings with clinic director, graduate students, and/or CPSY/ COH faculty and staff.

Implement and monitor adherence to CPC safety and emergency procedures.

Manage financial accounts, records, and expenditures related to the CPC. Order and maintain office supplies for the CPC.

Create CPC client, student, and system reports for Clinic Director or designee.

Demonstrate excellent customer service skills and professionalism when scheduling and managing client appointments and instruct students on developing and implementing similar skills.

Oversee client parking procedures and approvals.

Perform other related duties as assigned.

Maintain regular and predictable attendance.

In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experience align with the elements of the position description (or leadership profile). In your cover letter, please select one of our enduring values and describe how you have demonstrated a commitment to that value in your professional endeavors.