Department: Oak Cliff Bible Fellowship (OCBF)

The Counseling Coordinator supports the effective delivery of OCBF’s Counseling Ministry by coordinating client care processes, ministry programs, practicum and intern activities, volunteers, reporting, and departmental operations. Working within established ministry, operational, and clinical parameters, the Coordinator prioritizes needs, resolves routine operational matters, coordinates appropriate service pathways, and determines when sensitive, complex, high-risk, or clinically significant matters require escalation. The position provides organized follow-through, supports ministry leaders and participants, and maintains appropriate stewardship of confidential and sensitive information.

Core Responsibilities

Ministerial Responsibilities & Spiritual Care

All employees of Oak Cliff Bible Fellowship serve in a ministerial role that contributes to the spiritual mission and ministry of the church. As such, employees are expected to model Christian values, support the spiritual development of others, and actively contribute to a Christ-centered work environment. This includes engaging in prayer and spiritual encouragement with co-workers and church members, participating in staff meetings and Bible studies, and demonstrating a personal commitment to ongoing spiritual growth.

Client Intake and Care Coordination

  • Serve as an initial point of contact for individuals and couples seeking counseling, premarital preparation, or related ministry support, including sensitive or potentially high-priority requests requiring assessment and assistance.
  • Evaluate incoming requests to determine the appropriate service pathway, level of operational urgency, referral needs, counselor assignment considerations, and whether immediate escalation to the Director of Counseling is warranted.
  • Coordinate client intake, counselor assignment, and referral processes by considering client needs, counselor availability, internal and external resources, scheduling requirements, and other relevant circumstances.
  • Maintain awareness of internal and external counseling and ministry resources and coordinate appropriate referrals within established guidelines.
  • Support continuity of care by monitoring pending actions, referrals, assignments, and follow-up requirements and address routine barriers that could interrupt service delivery.
  • Provide operational decision support when counselors or interns encounter time-sensitive scheduling, telehealth, facility, administrative, or other non-clinical barriers during active client care, determine an appropriate response, and escalate matters when necessary.
  • Provide reasonable after-hours operational support, as assigned, when counselors or interns require assistance with client-service logistics, scheduling complications, telehealth concerns, or other unexpected operational matters.

Program and Ministry Coordination

  • Manage the administrative and operational execution of Counseling Ministry programs, classes, workshops, support groups, trainings, conferences, and special events, coordinating facilities, technology, communication, supplies, facilitators, participants, and other required resources.
  • Coordinate premarital counseling activities, including registration, participant communication, facilitator coordination, assessments, workbooks, program materials, scheduling, and follow-through.
  • Prioritize and coordinate facility, technology, supply, communication, and other operational requests related to assigned programs and ministry activities.
  • Coordinate approved volunteer and Kingdom Servant activities, including onboarding, scheduling, training logistics, service assignments, communication, materials, and resolution of routine day-to-day issues.
  • Be present onsite for assigned Counseling Ministry programs, trainings, events, and other ministry activities to troubleshoot issues, coordinate resources, respond to unexpected changes, and make routine operational decisions necessary to support effective execution.
  • Identify operational issues or opportunities for improvement and recommend appropriate adjustments to processes, resources, scheduling, or program execution.

Practicum and Intern Coordination

  • Serve as the primary administrative and operational point of contact for counseling practicum students and interns, managing onboarding, orientation, scheduling, documentation, ongoing communication, and routine placement matters.
  • Coordinate requirements with students, universities, clinical supervisors, and ministry leadership, including evaluations, deadlines, supervision documentation, placement requirements, and school-specific expectations.
  • Monitor requirements and timelines across multiple university partnerships and address routine discrepancies, scheduling conflicts, documentation needs, and placement issues.
  • Maintain accurate practicum and intern records and tracking and coordinate semester transitions, renewals, and offboarding.
  • Determine when practicum or intern matters exceed established operational parameters and require involvement from the Director of Counseling, clinical supervisor, university representative, or other appropriate leader.

Records, Reporting, and Confidentiality

  • Maintain accurate, secure, and appropriately restricted counseling and ministry records in accordance with organizational policies, applicable legal requirements, and professional confidentiality standards.
  • Exercise sound judgment in handling sensitive counseling and personal information, including determining what information may appropriately be shared, with whom, and when leadership or clinical involvement is necessary within established confidentiality requirements.
  • Compile and analyze program activity, utilization, referral, participation, and other departmental data and prepare monthly, quarterly, annual, or special reports that support Director-level planning and decision-making.
  • Maintain tracking systems and current rosters for appointments, referrals, participation, programs, counselors, practicum students, interns, facilitators, volunteers, and follow-up actions.
  • Document decisions, action items, pending matters, referrals, assignments, deadlines, and program responsibilities and monitor follow-through and completion.
  • Assist with financial documentation, deposits, reimbursements, ministry expense tracking, and related operational matters in coordination with Finance.

Ministry Operations and Administrative Support

  • Prioritize competing operational demands involving client requests, counselor needs, intern matters, university deadlines, programs, volunteers, referrals, reporting requirements, facilities, and Director priorities, determining what requires immediate attention and what may be addressed through normal workflow.
  • Handle routine operational decisions, problem-solving, prioritization, and follow-through within established ministry and departmental parameters.
  • Prepare correspondence, reports, forms, presentations, program documents, and other ministry materials.
  • Support the Director of Counseling with ministry operations, projects, program implementation, annual planning, and departmental priorities, including managing assigned workstreams and ensuring timely follow-through.
  • Coordinate specialized program materials and supply needs while identifying responsible and cost-effective purchasing options.
  • Represent the Counseling Ministry in operational interactions with counselors, clinical supervisors, interns, universities, pastors, ministry leaders, volunteers, external providers, clients, and other OCBF departments, exercising judgment regarding appropriate communication, follow-up, and issue resolution.
  • Identify operational barriers, competing priorities, service-delivery concerns, or emerging issues and recommend appropriate solutions or escalation to the Director.
  • Collaborate across ministry and organizational functions to support coordinated care, effective ministry operations, and timely resolution of issues.

Qualifications & Experience

  • Bachelor’s degree in counseling, psychology, social work, ministry, human services, business administration, healthcare administration, or a related field required.
  • 3+ years of experience in counseling administration, ministry coordination, case coordination, social services, healthcare administration, program operations, or a related environment preferred.
  • Experience coordinating programs, referrals, volunteers, sensitive client services, practicum/intern placements, or complex operational processes strongly preferred.
  • Professional counseling licensure or associate licensure (LPC Associate, LPC, or LPC-S) is highly desirable but not required.
  • Demonstrated ability to exercise sound judgment, prioritize competing demands, resolve operational issues independently, and recognize when matters require escalation.
  • Experience supporting premarital programs, workshops, support groups, trainings, conferences, or ministry events is beneficial.
  • Demonstrated ability to handle sensitive and confidential information with discretion and sound judgment.
  • Strong organizational, communication, problem-solving, and follow-through skills, with the ability to work effectively across multiple internal and external stakeholder groups.

Every team member plays a role in advancing our mission, vision, and values. We strive to reflect Christ in all we do, and we ask each employee to model biblical character, professionalism, integrity, and a spirit of service in every interaction.

This job description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may change, and additional duties may be assigned based on organizational and ministry needs, consistent with the general scope and level of the position.

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