Scheduling Coordinator

Scheduling Coordinator 

Human Resources
July 15, 2014
Open and prepare office for daily operations. Coordinate appointment scheduling telephonically and/or in person. Perform various clerical record keeping functions. Strictly follow counseling center and chain-of-command protocol.
Position Type: Full-Time
Department: School of Education
Reports To: Clinical Director of Glick House (Scott Methvin)
FLSA Status: Non-Exempt
Location: Main Campus

Click here for how to apply

Job Description:


  • Duties include insuring a smooth and timely flow of the daily scheduled population.
  • Client scheduling and counselor assignment – 75%
  • General office – chart and other paperwork preparation – 25%.
  • Run organized office systems.
  • Provide clerical support for Clinical Director including but not limited to:
  • greeting visitors, answering phones, checking and taking messages, providing scheduling information; 
  • processing incoming/outgoing mail including email and faxes; 
  • maintaining accurate computer-generated client scheduling to meet or approximate student program requirements; 
  • advising practicum students in use of Outlook scheduling media; 
  • processing incoming/outgoing mail;
  • maintaining new charts and chart forms;monitoring and ordering basic office supplies and materials as needed and arrange for equipment and building maintenance;
  • Maintain strict client confidentiality.
  • Assist graduate counseling faculty in procurement of necessary video media for scheduled class observation.
  • Other duties as assigned by the Clinical Director.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge and skill required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Work Schedule: Monday - Thursday: 9 a.m. - 5 p.m., Saturday: 9 a.m. - 4 p.m.  Must be available to work during these times. 


Associates degree or equivalent in completed hours required; one year of previous office experience required, preferably in a counseling or medical office.


  • Knowledge of standard office practices procedures, including standard filing procedures.
  • Proficient use of multi-line phone system and standard office equipment.
  • Proficiency with current computer software programs, as well as the capability to learn new programs.
  • Proficient use of multi-line phone system and standard office equipment. Ability to follow university and counseling center procedures.
  • Ability to be discrete in handling confidential matters, while complying with privacy regulations, including but not limited to HIPAA and FERPA.
  • Ability to act with a professional demeanor in all interpersonal situations.
  • Proven interpersonal skills to provide support with tact and diplomacy.
  • Possess good interpersonal communication skills and exercise appropriate decision making skills. 
  • Present and maintain a cooperative attitude with willingness to work with and share knowledge or ideas with director. 
  • Ability to make independent decisions when needed based on office protocol and sound judgment. 
  • Ability to brief all counseling center concerns with clinical director prior to any lateral consultations. This includes any professional or interpersonal issues involving clients or therapists that may impact the operation of the center. 
  • Ability to maintain and organize first- and second-story work area.
  • Ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to maintain a professional appearance and office atmosphere.
  • Strong organizational skills with the ability to handle multiple tasks.
  • Ability to plan, prioritize tasks and meet deadlines while working on multiple tasks.
  • Ability to provide and demonstrate excellent customer service.
  • Knowledge of crisis intervention techniques with the ability to react calmly and effectively in emergency situations.
  • Knowledge of rules, standards, regulations, and laws regarding employment and student records.


Ability to read, write and edit reports, business correspondence, and procedure manuals. Ability to express oneself clearly and concisely, both orally and in writing, and to work cooperatively and productively in a highly active setting. Ability to effectively present information and respond to questions from employees, students, and the general public. Clear telephonic voice.


Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.


Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to apply common sense understanding to carry out detailed but uninvolved write or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and depth perception.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

To apply for an open faculty or staff position please send a current resume and a cover letter indicating position desired to:, or Office of Human Resources, Texas Wesleyan University, 1201 Wesleyan, Fort Worth, TX 76105.

Contact Information

Office of Human Resources
Oneal-Sells Building, room 110

Phone: 817-531-4403
Fax: 817-531-4402
Hours: Mon-Fri, 8am - 5pm

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