Counseling Services And Student Wellness Office Manager

DePauw University is an Equal Employment Opportunity Employer: Women, members of underrepresented groups, and persons with disabilities are encouraged to apply. Position will remain open until filled.

This position is not eligible for work visa sponsorship at this time.

The purpose of this position is primarily to serve as an initial point of contact and to facilitate and oversee the front desk operations of Counseling Services. This position will also provide clerical support to Counseling Services staff as well as support for Student Health Services administrative tasks, and general support for wellness and well-being initiatives promoted by the Student Wellness area.

This position manages confidential health information. Strict adherence to confidentiality and privacy laws is mandatory. The individual in this position must be able to recognize a mental health emergency and facilitate contact with appropriate personnel.

The ideal candidate is an individual with medical and/or counseling office experience, excellent

communication and organizational skills, attention to detail, with ability to anticipate and adjust to

changes, and who enjoys a multi-tasking position. The office manager also embraces and maintains all aspects of the office environment, including operations, presentation, and supplies.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• 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.

POSITION QUALIFICATIONS

Competency Statement(s)

• Accountability- Ability to accept responsibility and account for his/her actions.

• Accuracy- Ability to perform work accurately and thoroughly.

• Active Listening- Ability to actively attend to, convey, and understand the comments and questions of others.

• Communication, Oral- Ability to communicate effectively with others using the spoken word.

• Communication, Written- Ability to communicate in writing clearly and concisely.

• Customer Oriented- A desire to serve both external and internal clients by focusing effort on meeting the clients' needs, understanding their concerns, and seeking to build trust.

• Detail Oriented- Ability to pay attention to the minute details of a project or task.

• Diversity Oriented- Commitment to valuing a variety of different experiences, encouraging input and collaboration from campus stakeholders, including being mindful of experiences related, but not limited to: age, gender, race, ethnicity, religion, socio-economic status, LGBTQ, and/or job type.

• Interpersonal- Ability to get along well with a variety of personalities and individual and the ability to develop and maintain relationships with others.

• Organized- Possessing the trait of being organized or following a systematic method of performing a task.

• Reliability- Ability to be dependable and trustworthy.

• Responsible- Ability of the individual to be trustworthy or answerable for their conduct.

• Safety Awareness- Ability to identify and correct conditions that affect employee safety and uphold safety standards.

SKILLS & ABILITIES

Education: Minimum High School education or equivalent required. Associate's or Bachelor's degree preferred. Healthcare training/background/experience preferred.

• Experience: 3 years of clerical/office experience required; particular experience in medical/mental healthcare setting preferred.

Communication/Language: Ability to read, listen to, and comprehend simple instructions and short correspondence; ability to write and communicate brief correspondence.

Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Computer Skills: Basic computer skills; MS Word, Excel, PowerPoint; Google forms.

Other Requirements:

• 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.

PHYSICAL DEMANDS

Physical Demands

Lift/Carry

Stand

O (Occasionally)

Walk

O (Occasionally)

Sit

F (Frequently)

Handling / Fingering

F (Frequently)

Reach Outward

O (Occasionally)

Reach Above Shoulder

O (Occasionally)

Climb

O (Occasionally)

Crawl

O (Occasionally)

Squat or Kneel

O (Occasionally)

Bend

O (Occasionally)

Speak

F (Frequently)

10 lbs or less

F (Frequently)

11-20 lbs

O (Occasionally)

21-50 lbs

O (Occasionally)

51-100 lbs

N (Not Applicable)

Over 100 lbs

N (Not Applicable)

Push/Pull

12 lbs or less

O (Occasionally)

13-25 lbs

O (Occasionally)

26-40 lbs

O (Occasionally)

41-100 lbs

N (Not Applicable)

N (Not Applicable)

Activity is not applicable to this occupation.

O (Occasionally)

Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently)

Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly)

Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

Other Physical Requirements:

• Vision (Near, Distance, Peripheral, Depth Perception)

• Hearing (Auditory perception, or audition)

WORK ENVIRONMENT:

Normal office environment.

We are proud to recognize the active participation of faculty and staff in adding to the heritage of building and supporting vibrant, intellectual and creative lives for students and for ourselves. Principles of collaboration, respect for each other, diversity, freedom of expression, accountability and service guide the daily decisions and interactions across campus.

DePauw University, in affirmation of its commitment to excellence, endeavors to provide equal opportunity for all individuals in its hiring, promotion, compensation and admission procedures. Institutional decisions regarding hiring, promotion, compensation and admission will be based upon a person's qualifications and/or performance without regard to race, color, creed, religion, national origin, sexual orientation, disability, age, gender, gender identity or gender expression, except where religion, gender, or national origin is a bona fide occupational qualification.

DePauw University's goals and commitments are best served if the institution reflects the diversity of our society; hence, DePauw seeks diversity in all areas and levels of employment and abides by all local, state, and federal regulations concerning equal employment opportunities. The University admits, hires and promotes individuals upon their qualities and merits.

Employee Benefits Overview

There are many benefits offered to DePauw Employees.

For full time benefits eligible employees these benefits include medical, dental and vision insurance. Basic Life insurance, Accidental Death & Dismemberment (AD&D) and Long Term Disability are paid for by DePauw University. Full time employees may elect to purchase additional voluntary life insurance for themselves and their dependents. Additional voluntary benefits, Tuition Remission and Exchange, as well as Relocation Allowance are also employee benefits. See the Benefits Hub.

All employees may participate in the retirement savings plan, as well as employee discounts and access to University resources.

At DePauw, we recognize that our employees need to balance work and home. Please refer to University Policies for Vacation Time, Personal Time (hourly) and Sick Time policies in the Employee Handbook for more information on these and other benefits. When you need support, the Cigna Employee Assistance benefit is available to all employees and their households.

ENJOY ACCESS TO THE AMAZING FACILITIES AND PROGRAMS DEPAUW UNIVERSITY HAS TO OFFER, SUCH AS:

• Welch Fitness Center and wellness classes
• Indoor Tennis and Track Center
• University Libraries
• Peeler art galleries
• Green Center for the Performing Arts events and programs
• Ubben lecture series
• Free athletic events
• Bookstore and Starbucks (Greencastle) discounts
• Employee discounted meal plan
• Free parking
• Nature park, including walking and biking trails
• Personal duplicating and printing discounts

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