Counseling Services and Student Wellness Office Manager

DePauw University•Greencastle, IN

3d•Onsite

About The Position

DePauw University is seeking an Office Manager for the Counseling Services and Student Wellness Office. This role serves as the initial point of contact, facilitating and overseeing front desk operations. The position provides clerical support to Counseling Services staff, administrative support for Student Health Services, and general support for wellness initiatives. The role requires strict adherence to confidentiality and privacy laws, including managing confidential health information and recognizing mental health emergencies. The ideal candidate will have medical and/or counseling office experience, excellent communication and organizational skills, attention to detail, and the ability to adapt to changes in a multi-tasking environment. The office manager is responsible for maintaining the office environment, including operations, presentation, and supplies.

Requirements

Minimum High School education or equivalent required.
3 years of clerical/office experience required.
Basic computer skills; MS Word, Excel, PowerPoint; Google forms.
Excellent writing, editing, proofreading, and oral communication skills.
Strong organizational skills.
Ability to operate common office equipment.
Ability to prioritize numerous tasks and remain professional in a high traffic office.
Ability to take initiative and introduce new ideas/methods.
Ability to anticipate and embrace change.
Ability to collaborate with faculty, staff and students.
Knowledge of HIPAA guidelines.

Nice To Haves

Associate’s or Bachelor’s degree preferred.
Healthcare training/background/experience preferred.
Particular experience in medical/mental healthcare setting preferred.

Responsibilities

Schedule client appointments and welcome/check clients in for appointments (including walk-ins and emergencies); manage daily clinical flow; maintain confidentiality and privacy of all client/student health information.
Answer telephone, retrieve voice messages, and respond to email communication; email appointment reminders; retrieve and forward mail; manage space reservations and work orders; maintain staff on-call schedule and front office task calendar.
Scan relevant clinical documentation and forms into EHR (Titanium Scheduler).
Provide administrative/clerical support to all Counseling Services staff.
Maintain physical office space and perform regular inventory checks of office supplies.
Train staff for front office responsibilities to assist when coverage is needed.
Provide organizational support for departmental programs and events.
Assist Counseling Services Director in monitoring budget, facilitating Student Wellness assessment measures, and preparing data and annual reports.
Attend weekly Counseling Services/Student Wellness staff meetings.
Maintain Counseling Services front office manual and ensure all office forms are up to date.
Maintain and update Counseling Services website as needed.
Reconcile office credit card charges in Workday system.
Assist with processing student medical withdrawals and readmissions.
Provide administrative support to Director re: Practicum Training Program.
Provide administrative support to Director re: Student Health Services operations, specifically health immunization compliance and insurance waivers, website updates, student communications, etc.
Provide administrative support to Student Wellness area re: promotion of campus well-being programs and initiatives.
Participate in departmental and divisional staff development activities.
Attend workshops/conferences/webinars toward professional development goals.
Perform other duties as assigned; develop and manage special projects as indicated and delegated by Director.