Administrative Manager, Counseling

University of Chicago • Hyde Park, IL

10d • $65,000 - $70,000 • Onsite

About The Position

The individual in this position will work closely with the Director of Mental Health Services (MHS), the MHS Leadership team, and the MHS Administrative Project Assistant on the daily administrative management and future planning within UChicago Student Wellness (SW). This person will perform administrative, financial, human resources, information technology, property management, and liaison support for MHS. Depending on the time of year, the daily time commitment devoted to each of these activities will fluctuate. The following is a list of responsibilities under this person's purview.

Requirements

• Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Nice To Haves

• Bachelor’s degree.
• Considerable experience with office administration, management, evaluation, and project planning.
• Experience in a clinical care setting, counseling and/or healthcare experience.
• Knowledge of policy management system or ability to learn quickly.
• Manage competing interests in a fair and equitable manner.
• Demonstrated capability to work independently and collaboratively with others.
• Prioritize, pay attention to details, and be organized.
• Work independently and respond to short and frequent deadlines, often with large volumes of work.
• Assist students, faculty, and staff with tact and diplomacy and possess a keen awareness and understanding of the importance of confidentiality.
• Demonstrate advanced organizational and interpersonal/communication skills both verbally and in writing.
• High-level problem solving.

Responsibilities

• Provides confidential and high-level administrative support for the MHS leadership.
• Stays informed of activities relating to University programs and initiatives, apprising the leaders of issues when deemed necessary.
• Supports the Student MHS Leadership team in the daily administrative operations.
• Supports the development of policies and procedures using policy management software while providing project management that ensures staff review of the policies.
• Manages new Mental Health Services employee orientation program.
• Prepares and submits quarterly night and weekend emergency call schedules for Mental Health Services leadership.
• Serves as a Mental Health Services liaison and support to wellness coordinators and wellness coordinator leadership.
• Works with and assists administrators within the Student Wellness Center.
• Coordinate and assist Student Wellness Staff with SW and MHS event scheduling/planning and set-up/tear down for meetings and events.
• Provide administrative support for MHS Staff and Leadership meetings, including preparing documents and taking meeting notes/minutes.
• Assists Director and MHS Leadership in staff recruitment efforts, including organizing the application process, communicating with candidates, and coordinating interview schedules.
• Collaborates with HR Business partner and other UChicago staff when needed to facilitate processes in support of MHS staff.
• Creates and ensures a smooth process for new staff to obtain computer and software access.
• Identifies computer software and hardware needs and ensures appropriate computer training of staff.
• Works with the Director of IT, the Director of SWC Operations, the Director of MHS, and the Project Assistant to develop standards, processes, and updates for IT support throughout the SWC.
• Manages the Mental Health Services IT support concerns from the identification of the issues to the resolution of the problems.
• Collaborate with Health Promotion and Communications Staff on updating and maintaining the SW Website.
• Develops knowledge and functional understanding of the electronic medical record (Point and Click software) and serves as a first-line resource to staff who have questions.
• Assists the Director of Mental Health Services in the preparation of the MHS budget for Campus and Student Life.
• Represents MHS on Student Wellness Center ad-hoc and standing committees/meetings in Mental Health Services and Student Wellness.
• Works with MHS and SW leadership to ensure that confidentiality and privacy standards are met by MHS staff.
• Prepare special reports and summaries, assist in managing the daily operation of the office, and may assist in developing administrative goals and policies.
• Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Coordinates special projects as directed by the leadership.
• Prepares write-ups for recommendations for operational and administrative problems.
• May manage a portion of the leader’s budget, monitoring and reconciling accounts.
• Prepares financial and/or administrative reports.
• Performs other related work as needed.

Benefits

• The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook .

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Number of Employees: 5,001-10,000 employees