Behavioral Health Administrative Coordinator
Description
POSITION SUMMARY
The Behavioral Health Administrative Coordinator serves as the central operational hub for the MAC program, providing comprehensive coordination across student services, admissions, faculty support, clinical and field education partnerships, supervised financial administration, accreditation support, and program operations. The position is accountable to the MAC Program Director and demonstrates initiative in working collaboratively with faculty, students, and external community partners to ensure the efficient and compliant operation of the academic programs. The Behavioral Health Administrative Coordinator may also serve the Social Work (BSW) program, which may reflect a workload divided between the MAC program (80% or 32 hrs/week) and the Social Work (BSW) program (20% or 8 hrs/week) of the position’s 40 hours per week. Other performed duties and special projects may be assigned by the MAC Program Director or School of Health and Allied Health (SHAH) Dean to support the operational needs of MAC, BSW, and SAH.
Saint Martin’s University is more than just a place of learning—it’s a welcoming community where students, faculty, and staff come together with purpose and heart. Founded in 1895 by the Benedictine monks of Saint Martin’s Abbey, we are grounded in the timeless Benedictine values of community, hospitality, and balance. These values, combined with a Saint Martin’s liberal arts education, shape our approach to education and daily life, encouraging students to think deeply, act with compassion, and serve with purpose.
As part of the Catholic Intellectual Tradition, we honor the integration of faith and reason, the dignity of every person, and a shared responsibility for the common good. Our mission is to form graduates who are not only intellectually curious and ethically grounded, but also deeply committed to building a more just and equitable world. At Saint Martin’s, we care about the whole person.
Our supportive campus culture is built to help students thrive—academically, personally, and professionally. We pay special attention to the needs of those who have been historically underserved, and we work intentionally to create an inclusive, respectful, and compassionate environment for all.
We warmly invite mission-driven individuals to join our community—not just to work here, but to be part of something meaningful. Together, we educate students who go on to make a positive difference in their lives, their communities, and the world.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following.
Program Administration
- Serve as the primary administrative support person for the MAC program, including supporting the Program Director, faculty, adjunct faculty, and field education personnel.
- Manage calendars, schedule meetings, and coordinate program and school events.
- Prepare correspondence, reports, agendas, meeting minutes, presentations, and other administrative documents.
- Maintain organization of program records, databases, electronic filing systems, and confidential student records.
- Monitor and order office supplies, maintain program resources, and reconcile invoices in Concur.
- Manage the departmental purchasing card and track expenditures related to memberships, grants, program operations, and special initiatives.
- Coordinate conference registrations, faculty travel, and professional development logistics.
- Maintain financial records and assist with budget monitoring and reporting.
- Track grant budgets, endowment expenditures, and restricted funds in collaboration with University Advancement and Finance.
- Assist with scholarship administration, grant documentation, and donor-related activities, as appropriate.
- Other duties as assigned by the MAC Program Director or SHAH Dean.
Program Operations and Leadership Support
- Provide direct administrative support to the MAC Program Director, including calendar management, meeting coordination, and special projects.
- Maintain program calendars and coordinate annual academic, assessment, accreditation, admissions, and governance activities for both programs.
- Schedule and support meetings for the MAC program as assigned, prepare agendas and record meeting minutes.
- Coordinate annual faculty meetings, retreats, orientations, and other program activities, including logistical planning and materials preparation.
- Compile and submit program syllabi, faculty teaching schedules, and other required academic documentation to the Dean's Office and maintain the program syllabi repository in compliance with organizational standards.
- Support internal and external reporting related to accreditation, grants, scholarships, assessment, faculty development, and institutional effectiveness.
- Serve as the primary operational liaison with Human Resources, Admissions, the Registrar, Finance, Information Technology, University Advancement, field education partners, and other university offices.
Student Support
- Serve as a first point of contact for prospective, current, and former students.
- Coordinate responses to inquiries regarding admissions, program requirements, registration, and graduation processes.
- Assist students with forms, course scheduling, technical support (with IT as necessary) and academic procedures.
- Track student progression through the program, including creation and maintenance of digital records (to include student records, cohort lists, Programs of Study, and Professional Development and Remediation Plans).
- Develop supportive relationships that promote student retention and engagement.
- Coordinate orientation sessions and student information meetings.
Clinical Placement and Practicum/Internship Support
- Assist with practicum and internship placement documentation.
- Maintain affiliation agreements/memorandums of understanding (MOUs) documentation with counseling agencies, schools, and community partners to ensure compliance with accreditation and program policies.
- Maintain and update student clinical records from Practicum Site Information through the Program Completion of Clinical Documentation (to include tracking student clinical hours, supervision documentation, and placement requirements).
- Assist with communication between students, site supervisors, and faculty supervisors.
- Maintain records required for licensure and accreditation compliance and support regulatory documentation and data collection for accreditation and site visits.
- Serve as the NBCC/NCE liaison.
Accreditation and Compliance Support
- Assist with data collection and reporting for accreditation agencies.
- Maintain assessment and program evaluation records.
- Support preparation of accreditation self-studies, reports, and site visits.
- Organize documentation related to student learning outcomes and program effectiveness.
- Ensure records are maintained in accordance with university policies and regulatory requirements.
Admissions and Recruitment Support
- Coordinate application materials and admissions documentation.
- Screen MAC Program applications for prerequisite completion and eligibility prior to faculty review, using standardized criteria approved by the MAC Program.
- Prepare and track admission and interview scheduling and correspondence.
- Maintain accurate advisor lists and cohort rosters across the full program lifecycle.
- Support recruitment events, open houses, and information sessions.
- Prepare admissions packets and promotional materials (as applicable).
Faculty Support
- Assist faculty with course scheduling and classroom reservations.
- Coordinate adjunct faculty onboarding and administrative processes.
- Process travel requests, reimbursements, and purchasing requests.
- Assist with preparation of course materials and faculty meetings.
- Coordinate faculty and adjunct onboarding, including the collection of CVs, transcripts, keys, email access, and office space coordination.
- Prepare and process all adjunct faculty contracts (including LOIs) and appointment paperwork in coordination with Human Resources, ensuring accuracy, timeliness, and compliance with university hiring procedures.
- Serve as the primary liaison between the MAC Program and Human Resources for new faculty onboarding, employment documentation, and start-of-term readiness.
- Provide classroom and instructional support, including textbook/supply orders and room reservations.
- Provide clerical and logistical support for class materials, examinations, and faculty communications.
- Assist with scholarship review processes and grant documentation support (as appropriate).
Data Management and Reporting
- Maintain student, alumni, and program databases.
- Generate reports related to enrollment, retention, graduation rates, and licensure outcomes.
- Assist with institutional research requests and annual program reporting.
- Monitor compliance deadlines and required submissions.
Event Coordination
- Coordinate and implement major program events, including full logistical planning: space reservations, catering, programs, photography, supplies, and communications.
- Signature events may include (among others):
- Orientation (Fall and Spring)
- Mixer (Fall and Spring)
- Graduation Party
- Summer Pot Luck
- Alumni Events
- Student recognition and donor engagement events
- Coordinate and assist with commencement or recognition ceremonies.
- Coordinate workshops, guest speakers, counseling seminars, and professional development events.
- Coordinate logistics for accreditation visits and advisory board meetings.
Alumni Support
- Serve as front-line contact for alumni inquiries via email, phone, and in-person interactions.
- Provide support to alumni in clarifying the documentation requests they are making (i.e., timing, content, recipient, etc.).
- Communicating with boards of licensing/health to ensure alumni documentation is provided according to their stipulations (i.e., email versus physical copies mailed) and closing the feedback loop with alumni.
COMPETENCIES
- Demonstrates a strong commitment to student success by providing responsive, empathetic, and solution-oriented support across academic, technical, and personal needs, while fostering engagement, retention, and professional behavior.
- Maintains accurate, confidential, and compliant student records, documentation, and reports in accordance with accreditation standards, university policies, and audit expectations.
- Applies standardized criteria to screen applications, evaluate transcripts, identify deficiencies, and ensure only complete and eligible files advance to faculty review, while maintaining thorough documentation.
- Coordinates comprehensive onboarding for faculty and adjuncts, including employment documentation, system access, instructional logistics, and ongoing clerical and operational support in collaboration with Human Resources.
- Effectively manages departmental purchasing, p-card activity, invoices, travel arrangements, grant tracking, and budget documentation with accuracy, accountability, and fiscal stewardship.
- Supports clinical education infrastructure by maintaining affiliation agreements, onboarding documentation, and regulatory records in alignment with accreditation, licensure, and clinical partner requirements.
- Serves as a proficient administrator for academic and clinical systems, ensuring data accuracy, troubleshooting issues, and generating required reports.
- Manages multiple priorities, deadlines, and workflows simultaneously, demonstrating strong attention to detail, follow-through, and the ability to adapt in a fast-paced academic environment.
- Plans and executes complex academic and ceremonial events, coordinating logistics, communications, vendors, and stakeholders to deliver professional, mission-aligned experiences.
- Communicates clearly and professionally with students, faculty, staff, and external partners; exercises sound judgment, discretion, and diplomacy while serving as a trusted liaison across campus units.
- Demonstrate strong multicultural knowledge, awareness, and skills needed to perform the tasks of promoting diversity and social justice.
- Knowledge of best practices related to supporting diverse student population, including students of color, students of diverse socioeconomic backgrounds, first generation students, students with disabilities, and other historically marginalized identities.
- Is supportive of a Catholic, Benedictine philosophy of education and able to articulate and support the University’s mission statement.
DESIRED QUALIFICATIONS, REQUIREMENTS, AND/OR CONDITIONS OF EMPLOYMENT
- Associate's degree required; bachelor's degree preferred.
- Administrative experience in higher education preferred.
- Strong organizational, communication, and customer service skills.
- Proficiency with Microsoft Office and student information systems.
- Ability to maintain confidentiality and handle sensitive student information.
- Familiarity with counseling, education, or healthcare programs is preferred.
- Successfully pass a background check
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment. Physical demands include:
- Moves objects (less than 20 pounds) long distances (more than 20 feet).
- Ability to be mobile campus-wide for appropriate business needs.
- Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
- Reading, writing, speaking, hearing, standing, bending, sitting.
- Learning and comprehending.
- Requires visual concentration on detail.
- Manual dexterity and precision required for keyboarding.
- Must be able to sit for long periods at a time at a computer.
- May occasionally be required to deal with distraught people.
- Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
- Must be able to communicate effectively with people at all levels under stressful conditions.
- Must maintain strict confidentiality relating to all issues in the department and Saint Martin’s University.