Office Manager, Counseling & Psychological Services - Campus Life - Emory University

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Description:

The Office Manager provides primary support for the Executive Director of Counseling & Psychological Services and serves as the key support staff to clinicians respectively. In addition, the Office Manager is responsible for the oversight/supervision of an administrative support team and provides leadership in the daily administrative operations of CAPS. The office manager assists in the development and maintenance of operating practices such as scheduling, record keeping systems, forms control and procedures. The office manager is also responsible for aiding in the creation of a welcoming and confidential environment.  

 

KEY RESPONSIBILITIES:

• Manages office operations and supervises support staff.
• Prepares, processes and monitors budgets, project proposals, records and invoices.
• Researches and compiles information for reports and presentations.
• Reviews incoming correspondence and forwards appropriately or, based on a knowledge of recipient's views, may respond for them.
• Leads meetings addressing specific operational issues and develops recommendations and action plans towards their resolution.
• May act as a spokesperson for departmental inquiries.
• Supervises and schedules clerical and secretarial staff, processes employee transactions and may assist in investigating employee issues/concerns and in determining an appropriate course of action.
• Oversees the ordering of equipment and supplies.
• Performs related responsibilities as required.

ESSENTIAL FUNCTIONS:

• Acts as office manager for Counseling Services, which includes developing and maintaining operating practices such as record keeping systems, forms control, and creating new systems and / or revising established procedures that ensure the smooth and efficient functioning of the office; providing database management and generating monthly and annual reports for CAPS.
• Serve as the primary support person for the Executive Director, Counseling & Psychological Services as well as general office support for the clinicians.
• Provide oversight of CAPS administrative staff in the scheduling of appointments for CAPS staff in the Electronic Medical Record (EMR); ensuring that holidays and vacations are appropriately blocked off, along with staff and clinical meetings.
• In collaboration with the Executive Director of designee, provide training on operational practices to administrative support team
• Assists the Executive Director with managing the CAPS budget which includes processing all expense reimbursements and budget transfers for staff; monitoring and assisting with budget tracking, quarterly budget reports, and budgeting priorities in all areas.
• Monitor and maintain the CAPS email account.
• Assists with on-boarding procedures for new staff.
• Organize, facilitate, and support relevant office events.
• Maintain and order office supplies for CAPS, along with supplies for events, meetings as needed.
• Maintains the highest standards of confidentiality including the creation of a private and confidential office environment for CAPS and the handling of highly sensitive information / data with care. 
• Work with vendor of the Electronic Medical Records (EMR) database regarding any technical issues that clinicians and patients are experiencing; serve as the point person working with Electronic Medical Record (EMR) vendor.
• Handle follow-up as appropriate; answer phones; screen calls, take messages, routinely provide a variety of information to callers; write and type correspondence, reports and other materials for own or supervisor’s signature. Proofread and edit copy generated by supervisor and others.
• Remain current on software changes / updates, service outages related to EMR and other related platforms within the office and provide timely notification to the Director of CAPS or designee to help maintain operations of CAPS.
• Take notes and prepares meeting minutes for departmental meetings.
• Assume additional responsibilities as assigned/required.

MINIMUM QUALIFICATIONS:

• Six years of experience in office administration OR a bachelor's degree in business administration or a related field and two years of office administration or related experience.
• Supervisory experience required.
• Experience with various personal computer software applications

PREFERRED QUALIFICATIONS:

• Demonstrated administrative experience in a clinical setting, particularly a university counseling center
• Must have strong interpersonal and communication skills and must be able to always maintain a high degree of confidentiality.
• Ability to complete tasks independently as assigned.
• Must have excellent typing, editing, and proofreading skills.
• Thorough knowledge of Microsoft Office (Word, Excel, Power Point, etc.) is necessary.
• Ability to effectively interface with students, faculty, staff, and visitors.
• Ability to tolerate expressions of distress from students, parents, faculty/staff and remain calm (e.g., students who present to the center in distress, crisis or seeking urgent assistance).
• Ability to envision and propose new methods to perform tasks that support the operational vision of Emory CAPS
• Action mindset; takes thoughtful risks; and accepts new and ongoing initiatives, objectives, and solutions to gain desired results
• Demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
• Must have strong organizational skills with the ability to appropriately prioritize tasks and adjust to changing priorities. Ability to successfully perform multiple tasks and balance multiple priorities is essential.
• Ability to take initiative and complete tasks with minimal supervision.

NOTE: Position tasks are required to be performed in-person at an Emory University location; working remote is not an option. Emory reserves the right to change this status with notice to employee. 

Emory Supports a Diverse and Inclusive Culture:

Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran's status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.

Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week advance notice is preferred.