Clinical Services Coordinator, CARE Center

Summary

The Clinical Services Coordinator provides operational leadership for the CARE Center by overseeing the coordination, quality assurance, and daily administration of clinical, assessment, educational, and community outreach services. This position is responsible for ensuring compliance with university policies, accreditation standards, ethical guidelines, and regulatory requirements while supporting the training and supervision of graduate assistants and clinical trainees. The Coordinator manages clinical operations, financial reporting, electronic health record systems, and quality improvement initiatives, while serving as a key liaison among faculty, students, university departments, and community partners. Working collaboratively with the CARE Center Director, this position contributes to strategic planning, program development, community partnerships, grant initiatives, and the overall growth and sustainability of the CARE Center.

This is an In-person position.

Essential Functions

Provide Operational Leadership and Clinical Program Coordination

• Coordinate and oversee the daily operations of counseling, psychological assessment, research, consultation, and educational services to ensure efficient and high-quality service delivery.
• Collaborate with the CARE Center Director to develop, implement, and continuously improve policies, procedures, clinical protocols, and operational workflows.
• Lead the planning, coordination, and implementation of mandatory clinical practicum and internship orientation programs for Counseling and School Psychology students each semester.
• Develop and implement standardized onboarding and training programs for graduate assistants, practicum students, and clinical faculty.
• Recruit, train, supervise, schedule, evaluate, and manage Graduate Assistants while ensuring compliance with university employment policies and departmental procedures.
• Coordinate client intake operations, scheduling, registration, payment collection, insurance documentation (when applicable), and client communication while ensuring exceptional customer service.
• Monitor clinic scheduling and operational efficiency to maximize utilization of clinical resources.
• Coordinate facility operations, including clinical offices, testing materials, telehealth systems, audio/video technology, and equipment maintenance.
• Facilitate CARE Center staff meetings, prepare agendas, monitor follow-up actions, and maintain documentation of operational decisions and incident reports.
• Represent the CARE Center in university committees, interdisciplinary meetings, and other institutional initiatives.
• Serve as the primary operational liaison between the CARE Center and faculty, students, university departments, and external stakeholders.

Financial Management, Reporting, Compliance, and Administrative Oversight

• Assist in developing, monitoring, and managing the CARE Center operating budget, including revenue, expenditures, and financial forecasting.
• Prepare monthly financial summaries, utilization reports, productivity reports, and operational dashboards for CARE Center leadership.
• Monitor client billing, payment processing, accounts receivable, invoices, and financial reconciliation.
• Coordinate contracts, invoicing, and reporting for community partnerships, grants, and service agreements.
• Prepare compliance reports required by university leadership, accreditation agencies, referral sources, and funding organizations.
• Collect, analyze, and report operational and clinical performance metrics to support data-informed decision making.
• Assist in preparing reports for the Advisory Committee, Dean's Leadership Meeting, grant reporting, and institutional accreditation reviews.
• Develop recommendations to improve operational efficiency, fiscal accountability, and service delivery.

Clinical Information Systems, Quality Assurance, and Regulatory Compliance

• Serve as the administrator of the CARE Center's Electronic Medical Record (EMR) system, ensuring integrity, security, regulatory compliance, and operational effectiveness.
• Develop and maintain digital clinical resources, operational manuals, training materials, forms, policies, procedures, and educational resources.
• Design, implement, and maintain electronic workflows that improve efficiency and reduce administrative burden.
• Develop and maintain electronic forms, JotForms, automated processes, and digital documentation systems.
• Conduct regular quality assurance audits of clinical records to ensure compliance with HIPAA, FERPA, CACREP, NASP, university policies, ethical standards, and state regulations.
• Monitor completion of mandatory trainings, credentialing requirements, and clinical documentation for students and supervisors.
• Identify operational risks and recommend corrective actions to improve compliance and quality outcomes.
• Maintain secure documentation practices and support continuous quality improvement initiatives.

 Strategic Partnerships, Community Engagement, and Program Development

• Develop and strengthen collaborative partnerships with schools, healthcare organizations, community agencies, and university departments to expand CARE Center services.
• Coordinate community outreach initiatives, workshops, presentations, and educational programming that promote behavioral health and wellness.
• Collaborate with the University's Marketing Department to maintain and enhance the CARE Center's website, digital communications, and social media presence.
• Develop promotional materials and communication strategies that increase awareness of CARE Center services.
• Support grant initiatives, program development, and alternative funding opportunities that advance the CARE Center's strategic priorities.
• Represent the CARE Center at university and community events to strengthen organizational visibility and stakeholder engagement.

Qualifications/Requirements

• Associate's degree in any discipline required
• Bachelor's degree in any discipline preferred
• 3-5 years relevant work experience in an office clinical setting may substitute above educational requirements
• Must be able to create spreadsheets and use database systems
• Must be able to operate audio-video equipment
• Must have excellent verbal and written communication skills
• This position requires daily oversight of clinic operations
• This position requires fiscal responsibilities including accepting and disbursement of funds

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.