Office Manager/Coordinator of the Counseling and Wellness Center

Trinity College - Hartford, CT (30+ days ago)4.2

Position Information
Title Office Manager/Coordinator of the Counseling and Wellness Center
Department College Counseling
Regular or Temporary Regular
Hours Per Week 35
Weeks Per Year

Open Date 05/15/2018
Open Until Filled Yes
Full or Part Time Full Time
Position Summary
Report to the Director of the Counseling & Wellness Center, to manage all areas of office procedures and day-to-day operations of the Center and provide administrative support to professionals engaged in the diagnosis and treatment of psychological and emotional problems in an office where a high degree of discretion, judgment and confidentiality is required.

Appropriately and independently respond to sensitive and confidential interactions with the Trinity community such as students, parents, faculty, and staff. Administer the Miller Analogy Test; score MMPI, Beck Depression and other assessment methods as directed and trained. Manage and maintain complete database and record system of diagnosis, sessions held and other highly confidential information in a legal and professional manner and to meet prescriptive of law in discarding files. Provide overall administrative support for as many as nine professionals, and manage many areas of budget and office procedures including payroll for contracted psychiatrists.

Work closely with the Dean of Students Office, the Accessibility Services Coordinator, and Counseling & Wellness Center staff to ensure that requests for special accommodations for learning disorders are handled in a timely manner. Also responsible for coordinating all aspects of the American Health Insurance Portability and Accountability Act, HIPAA.

Independently prioritize a demanding workload with frequent interruptions.

Primary Responsibilities:
Manage and balance the everyday operation of a psychological Counseling & Wellness Center in order to maintain the highest quality of care for students, faculty and staff in a sensitive and confidential manner. To give administrative support to as many as nine professionals in all areas of office related duties. To independently prioritize everyday functions of Center.
Triage in the assessment of urgency of care with all incoming calls of student/ clients, parents, faculty and staff. Oversee, maintain, and remain up-to-date with technology of electronic database records with statistical information, including diagnosis, notes and updating all clinical/medical records on a regular basis. Monitor and submit payroll for contracted psychiatrists, APRNs and other per diem consultants. Be comfortable, sensitive and mindful in frequent conversations with parents, faculty, administrators, maintaining confidentiality as required by law, and simultaneously being able to respond to questions about procedures and services openly and supportively.
Administer MAT, scoring MMPI, Beck Depression and other assessment instruments under the supervision of the Director or his or her designate. Managing and assisting doctoral trainees and students with various projects, add/drop forms, book ordering, and other administrative services, etc.
Control accurate calendars and schedules for all therapists and psychiatrists and manage room availability for therapy, testing and meetings. Organize and control all confidential files, database, making sure all necessary information is updated and to meet the prescriptive of law in discarding files.
Work closely with the Dean of Students Office, Heath Center, Campus Safety and other related offices. Handle all transactions with other departments such as Business Office; check requests, invoices, transfers, etc. Organize meetings, schedule speakers, room reservations, food and menu planning.
Organize office space, files and other property. Purchase office furniture, equipment, supplies, etc. Oversee maintenance of department building. Order supplies as needed.

Education and Experience:
Bachelor’s Degree preferred, experience in a mental health setting and in an office managing heavy contact with general public in highly stressful situations. Strong computer skills needed. Ability to prioritize a very heavy workload with many interruptions while holding on to a cordial and patient attitude.

Knowledge and Skills:
Proficient in Word Processing, Database, Business Applications, Excel spreadsheet development and maintenance.

Accurately transcribe confidential information.

Use and Maintenance of Equipment:
General office equipment – photocopy machine, printers, fax machines
Computers – word-processing, Excel, database.

Scheduling, Planning and Organizing “Customer” Service:
Telephone skills, writing skills, in-person assistance, maintaining confidentiality. Excellent skills needed in this area. Counseling & Wellness Center office has a high volume of interaction be it on phone or in person in stressful situations. Quick thinking in a calm manner is crucial. Confidentiality is mandatory.

Work assignments are received in the form of desired end results and incumbent determines how to carry out the assignment, within existing procedures, consulting with supervisor if needed.

Independent decisions in triaging in office, scheduling, ordering.

Additional information:
It is imperative that the person in this position be able to use independent judgment in crisis situations in a sensitive and confidential manner. He or she should be able to work effectively in an environment with frequent interruptions.

Special Instructions to Applicants