Counseling Services coordinator – San José State University
Table of Contents
Job no: 553059
Work type: Staff
Location: San José
Categories: Unit 2 – CSUEU – Health Care Support, Probationary, Health Professionals, Full Time
Job Summary
Reporting 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 responsibilities
* welcome, register, and screen students seeking CAPS services
* Schedule and confirm appointments; verify student details and eligibility
* Educate students on privacy rights, portal access, and required documentation
* Maintain and update health records and assist with data entry in the electronic health record (EHR) system
* Support continuity of care by coordinating referrals and follow-up appointments
* Manage provider schedules, assist with day-of scheduling adjustments, and update calendars
* Provide administrative support to the Director of CAPS and Clinical Case Managers
* Partner with the Care Experience Team and Shared Services on operational workflows
* support departmental outreach, data collection, and promotion of CAPS services
* Participate in accreditation, quality enhancement, and wellness center initiatives
Knowledge, Skills & Abilities
* Ability to effectively establish and maintain cooperative working relationships within a diverse, multicultural environment
* Knowledge of software applications including word processing, Excel, database management, and other electronic recordkeeping
* Ability to compose and appropriately format correspondence with students, faculty, and staff
* Working knowledge of electronic health record systems and ability to learn new systems and assess appropriate workflows
* Keen skill in executing student/customer service principles to create a welcoming environment, including motivational interviewing and de-escalation techniques
* Ability to effectively handle interpersonal interactions at all levels and highly sensitive interpersonal situations
* Ability to interpret and apply policies and procedures independently
* Skill in balancing multiple work priorities and the ability to organize, coordinate, and guide the work of others based on student needs
* Ability to perform accurately in a detail-oriented environment, including the ability to proof the accuracy of entered/recorded information and numbers
* Working knowledge of healthcare and education privacy and confidentiality laws (e.g.HIPAA, FERPA, etc.) and ability to maintain confidentiality
California State University (CSU) Mandatory Reporting Requirements
California State University (CSU) employees are legally and ethically obligated to report certain incidents, including those related to Title IX and discrimination, harassment, and retaliation. These requirements stem from both state and federal laws, as well as CSU Executive Order 1083, a condition of employment for all CSU personnel. Understanding these obligations is crucial for maintaining a safe and equitable campus environment.
Understanding Mandatory Reporting
Mandatory reporting refers to the legal requirement for certain individuals – in this case, CSU employees – to report suspected instances of specific misconduct to designated authorities. This duty exists regardless of confidentiality concerns or whether the affected individual requests anonymity.The primary goal is to ensure prompt investigation and appropriate action to address potential harm and prevent future occurrences.
What Must Be Reported?
CSU employees are required to report knowledge of the following:
- Title IX Violations: This includes sexual harassment, sexual assault, domestic violence, dating violence, and stalking. U.S. Department of health & Human Services – Title IX provides detailed information on Title IX protections.
- discrimination: Any form of discrimination based on protected characteristics, including race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, disability, age, or veteran status.
- Harassment: Unwelcome conduct based on protected characteristics that creates a hostile work or learning environment.
- Retaliation: Any adverse action taken against an individual for reporting discrimination, harassment, or participating in an investigation.
Legal Basis for Reporting Requirements
Several laws and policies underpin the CSU’s mandatory reporting obligations:
- Title IX of the Education Amendments of 1972: Prohibits sex-based discrimination in any education programme or activity receiving federal financial assistance.
- California Senate Bill 24 (Leyva): Requires California colleges and universities to provide clear policies and procedures regarding sexual assault, dating violence, domestic violence, and stalking. California Education Code Section 67300 outlines the requirements of SB 24.
- CSU Executive Order 1083: Establishes the CSU’s policy on discrimination, harassment, and retaliation, and outlines reporting procedures. CSU Executive Order 1083 provides the full text of the policy.
Reporting Procedures
CSU employees are required to promptly report any knowledge of a potential Title IX-related incident to the Title IX Office.Reports of discrimination, harassment, and/or retaliation should be made to the Office of Equal Opportunity. Specific campus procedures may also exist, and employees should familiarize themselves with the guidelines at their respective CSU campus.
key Takeaways
- CSU employees are legally mandated reporters of Title IX violations, discrimination, harassment, and retaliation.
- Reporting is required regardless of confidentiality or the wishes of the affected individual.
- Prompt reporting is crucial for investigation and appropriate action.
- Resources are available through the CSU Title IX Office and Office of Equal Opportunity.
Staying informed about these reporting requirements is essential for all CSU employees. By fulfilling these obligations, we contribute to a safer, more respectful, and equitable learning and working environment for the entire CSU community.
Publication Date: 2025/11/19 05:08:15