"Office Manager for Psychological Services of Riverside"

Posting Details

Position Information

Job Title

Office Manager for Psychological Services of Riverside

Posting Number

S1616P

Pay Range

Compensation for this position is expected to range between $28.50 and $30.50 per hour, in alignment with what California Baptist University (CBU) reasonably anticipates paying for this role. The final rate may vary depending on the candidate’s qualifications, experience, and prevailing market conditions. In addition to competitive wages, CBU provides a comprehensive and generous benefits package to eligible employees.

Position Summary Information

Summary

Assists the Director of PSR in administration of the center; completes, compiles, and maintains administrative and clerical work of the center by performing essential duties.

Essential Duties and Responsibilities

Include the following. Other duties may be assigned.

1. Manages overall operation of PSR office and compliance with Policies and Procedures Manual.
2. Provides administrative and secretarial support to the Director of Psychological Services of Riverside.
3. Manages Director’s calendar and independently schedules appointments.
4. Composes and prepares confidential correspondence, reports, and other complex documents.
5. Organizes and maintains file system, files correspondence and other records, largely within the TherapyNotes, and oversees use of TherapyNotes for all providers and staff.
6. Creates and maintains databases, spreadsheet files, and reports.
7. Manages accounts and technology associated with the OQ outcome measurement system.
8. Manages office expenditures, submits accounting requisitions, and assists director with budget. Coordinates with the accounting and grant offices regarding expenditures.
9. Oversees scheduling process for providers and students, coordinating with receptionist(s).
10. Screens incoming calls and correspondence and responds independently when possible.
11. Provides information and assistance to inquiries from any source.
12. Directs crisis situations to the person determined by the PSR Handbook.
13. Maintains confidential records of keys, access codes and issues same.
14. Maintains familiarity with California Board of Psychology standards/California laws/ HIPAA compliance.
15. Oversees payroll preparation for delivery to campus Payroll office.
16. Cross-trains with PSR receptionist(s) to provide support in receptionist’s absence.
17. Develops and implements, in collaboration with the Director, new administrative systems.
18. Coordinates use of video equipment and any related scheduling of rooms and equipment
19. Manages and coordinates psychological testing materials, both physical and online.
20. Assures PSR is in compliance with all HIPAA policies and documentation.
21. Assists Director in hiring, orientation, and training of new providers, and of orientation and training of psychology trainees.
22. Assists the Director in collecting research data, as needed.
23. Coordinates support groups, therapist trainings, and other PSR events.
24. Coordinates attendance at local health and wellness fairs to promote community engagement.
25. Manages third party billing and procedures, including contracts, subsidies for therapy, etc.
26. Creates and maintains Good Faith Estimates (GFEs) for clients.
27. Presents a positive supportive image of Psychological Services of Riverside, California Baptist University, and Christian Higher Education.
28. Develops and implements, in collaboration with the Director, networking and marketing ideas for enhancing the Center’s growth, development, and awareness and image in the community, including coordinating social media postings and interactions in a manner consistent with PSR’s social media policies and procedures.

Supervisory Responsibilities

Directly supervises employees, including work study students. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees (specifically, receptionists and student workers); planning, assigning, and directing work; appraising performance; disciplining employees; addressing complaints and resolving problems.

Other Knowledge Skills and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Demonstrated ability and willingness to live and uphold the University’s Christ-centered mission and values
• Thorough knowledge of HIPAA standards and procedures and standards of confidentiality
• Skill in the use of personal computers and related software applications
• A thorough knowledge of Business English and arithmetic; general office methods, procedures and practices
• Ability to plan, develop, and coordinate multiple projects with good organization and attention to detail
• Ability to read and write at a level appropriate to the duties of the position
• Ability to gather data, compile information, and prepare reports
• Knowledge of standard budgeting and expenditure control procedures and documentation
• Ability to interpret, adapt, and apply guidelines and procedures
• Strong interpersonal and communication skills and the ability to work effectively with a diverse clientele, staff and student body and resolve complaints and concerns
• Ability to make administrative/procedural decisions and judgments
• Excellent telephone courtesy knowledge and experience
• Ability to develop and maintain recordkeeping systems and procedures

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job the employee is regularly required to stand; walk; sit; and requires sufficient hand, arm, and finger dexterity to operate computer keyboard or other office equipment. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person or over the phone. The employee must occasionally lift and/or move up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet to moderate. Work is normally performed in a typical interior/office work environment, with minimal exposure to health or safety hazards.

Education and/or Experience

Bachelor’s degree from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

Posting Detail Information

Open Until Filled

Nondiscrimination Statement

State and Federal law permit California Baptist University to discriminate on the basis of religion in order to fulfill its purpose. The University does not discriminate contrary to either State or Federal law.

Quick Link to Posting

https://jobs.calbaptist.edu/postings/9744

Supplemental Questions

1. Are you a Christian? Yes / No
2. Do you attend church regularly? Yes / No
3. If no, please explain (required):
4. Are you both familiar with and not in conflict with the fundamental doctrines and practices of the California Southern Baptist Convention as stated in the Baptist Faith and Message dated June 14, 2000? Yes (I am familiar and not in conflict) / No (I am in conflict or not familiar)

Applicant Documents

Required Documents
1. Resume
2. Cover Letter
3. Letter of Reference 1

Optional Documents
1. Letter of Reference 2