Counseling Services and Student Wellness Office Manager

Job Details

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.

Essential Functions

• 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

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.

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.