Office Manager for Counseling and Health Services

Wheaton College
March 17, 2023
Offerd Salary:$22.00
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A
Posting Details

Posting Details

Posting Number: 0600979

Position Title: Office Manager for Counseling and Health Services FLSA: Job Type: Full-Time Staff Term: 12 Months Staff Work Schedule (hours/dates): M-F 8:30-4:30 Academic Year Schedule (dates): 12 Months Faculty Term: Position Type: Staff Department: Counseling and Health Services Job Summary/Basic Function:

The Office Manager for Counseling and Health Services will serve as the main contact for the Counseling Center, and ancillary support for Health Services. This individual is responsible for executing a large variety of administrative tasks needed to manage the Counseling Center, outreach and education initiatives, and Student Health Services in a fast-paced, diverse, and high- performance environment. The Office Manager reports to the Associate Dean for Health and Wellness/Director of Counseling. Given the sensitive and private nature of the services provided in this department, the highest level of confidentiality, sensitivity, communication skills, and professionalism is required at all times in this position.

General Counseling Center Responsibilities:

  • Manage all daily operations of the Counseling Center office including

  • Manage voicemails, all phone calls, in-person and online requests for appointments
  • Manage all daily tasks such as setting up computer systems, setting up and maintaining iPads and keyboards for student registration and screening forms
  • Scanning, documentation and uploading files into the electronic medical record (EMR)
  • Maintain office availability grid
  • Maintain cleanliness of center and other tasks, as needed
  • Work with all areas of the College community and maintain interdepartmental relationships (students, staff, and faculty) and external constituencies (parents, outside providers, etc.) by providing information and supporting relationships pertaining to the Counseling Center

  • Assist with all manner of psychological emergencies, when appropriate and as directed, including:
  • Initiating same day emergency screening form and other relevant documentation for emergencies
  • Communicating with Clinician on Duty regarding screenings
  • Coordinating all paperwork for Section 12 when initiated, including scanning and faxing documentation to the Emergency Department, contacting Campus Safety for ambulance transport, providing EMTs with documentation, and managing staff and students being moved within the Counseling Center for confidentiality purposes.
  • Other duties as needed
  • Distribute/coordinate incoming and outgoing mail/faxes/scans to Counseling Center staff
  • Create/edit correspondence and other outreach and advertisement documents for Counseling Center staff as needed, including letters to students/clients
  • Oversee electronic medical record (EMR)
  • Manage schedule of Director, Clinicians and Trainees
  • Troubleshoot problems
  • Scan records as needed
  • Assist in administering electronic student-client registration documentation and screening forms
  • Record all incoming phone and student/faculty/staff/constituent interactions in EMR
  • Process records requests from students/clients
  • Assist with Counseling and Student Health Services website editing, departmental publications, brochures, business cards, posters, nametags, etc. as needed
  • Arrange for meeting space as needed and assist in preparation, organization and delivery of materials for meetings and events
  • Stock and maintain accurate inventory of supplies and equipment and manage re-ordering of supplies and equipment
  • Oversee maintenance of office equipment and physical facility and submit work order requests, including maintenance of key assignments to Counseling Center staff and trainees
  • Transcribe and maintain weekly staff meeting minutes in an online document
  • Provide necessary support to the Training Director regarding the Graduate Trainees before, during and after the internship at the Counseling Center
  • General Health Services Responsiblities:

  • Assist Associate Director of College Health Administration and Associate Dean for Health and Wellness in communication regarding health forms, immunizations and other required health documentation for Wheaton students
  • Track submissions of required medical documentation and follow up with students who are out of compliance. Work with the Dean of Students Office to put holds on student accounts when out of compliance
  • Work with the Associate Director of College Health Administration and Associate Dean for Health and Wellness to manage communication with software companies and contracted providers such as GYN care, STI testing, alcohol and drug assessments
  • Function as facilitator of referral paperwork between the Counseling Center and Health Services
  • Support Associate Director of College Health Administration and Associate Dean for Health and Wellness with any other administrative task as needed
  • Outreach and Education Responsibilities:

  • Assist in managing all aspects of outreach and education events in the Counseling Center and Student Health Services, including reserving locations, attending meetings for events, and helping staff events
  • Create/prepare budget expense reports for outreach and education events, including researching prices of all manner of supplies and managing the purchasing in a timely nature
  • Assist in event preparation
  • Finance Responsibilities:

  • Assist with clerical duties for Counseling Center and Student Health Services departmental budgets as requested
  • Ensure compliance with Finance Office procedures for purchasing
  • Reconcile credit card (Pro Card) statements monthly
  • The individual should be well-organized, detail-oriented and have the ability to prioritize responsibilities. The Office Manager should have excellent people skills and a level of comfort working with a wide variety of people from diverse backgrounds in an accepting, open and non-judgmental manner. Excellent communication skills are necessary, with experience managing crises and maintaining communication with multiple offices, individuals, and emergency services. The Office Manager should be dependable, reliable and have a strong ability to multitask. Discretion and protection of student/client privacy is required, including knowledge of FERPA and confidentiality guidelines. Other duties as assigned.

    Minimum Qualifications:

    High School Diploma or GED with exceptional, proven expertise and skills to accomplish all aspects of this position.

    A minimum of 3 years of experience working as an Administrative Assistant in high-traffic, busy offices with diverse clientele and diverse colleagues. Experience within a medical setting or a confidential setting such as a mental health clinic preferred.

    Commitment to social justice principles and Diversity, Equity and Inclusion (DEI.)

    Experience with Microsoft Office, Google Suite, MAC and PC computer expertise.

    Preferred Qualifications:

    Vocational or technical training, Associate's Degree or Bachelor's Degree preferred. Focus on Administration, Human Services, or Medical setting experience.


    Experience with electronic medical records

    Compensation and Benefits

    To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program.

    When determining and establishing hiring rates or recruitment ranges for a position, the College considers a number of factors including the budget for the position, the range of the grade, the external market for the position or similar positions, level and scope of responsibilities, required education, skills and relevant experience as well as internal equity. All salary offers must have the prior approval of the Office of Human Resources.

    The starting hourly rate for this position is $22.00.

    The salary for this position will be commensurate with the qualifications, education and experience.

    Physical Demands

    Some lifting and organizing required. Lifting up to 25-30 lbs intermittently for office supplies and outreach and education programming.

    ADA Statement:

    Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

    Eeo Statement

    Wheaton is a private coeducational liberal arts college within easy commuting distance of Boston and Providence. We have nearly 1,700 undergraduates from 40 U.S. States and more than 70 countries. Nearly 23% of our undergraduates are U.S. students of color and 11% are international citizens. Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups.

    Posting Date: 02/13/2023 Closing Date: Open Until Filled Yes Contact(s):

    Office of Human Resources

    Contact Phone/Extension: 508-286-8206 Contact Email: [email protected] Contact Fax 508-286-8213 Special Instructions to Candidates:

    To prevent the infection and spread of COVID-19 and as an integral part of our public health and safety measures, Wheaton College requires that all successful applicants hired provide proof of full vaccination and one booster for COVID-19 at the time of employment, unless an exemption from this policy is requested and approved. Applicants believing that they need an accommodation of this policy because of a disability, medical condition, or sincerely-held religious belief should inform the Office of Human Resources after an offer of employment is extended.

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    Required Documents

  • Cover Letter
  • List of References
  • Resume
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