Office Manager, Counseling & Psychological Services/Wellness & Prevention Servic

ViziRecruiter,LLC.; Massachusetts; On-site; USD 39,826 - 44,248; Full time

Benefits offered by this job

Comprehensive benefits package

Insurance coverage

Generous leave policies

Retirement plan with employer match

Job summary

A higher education institution is seeking an Office Manager to support the Counseling and Psychological Services and Wellness & Prevention Services. The role involves managing office operations, supporting clinicians, and ensuring confidentiality. Qualifications include an Associate Degree and 3-5 years of medical office experience. Strong skills in Microsoft Office and communication are essential. This position is full-time and requires onsite work at least 5 days a week.

Qualifications

• 3-5 years of experience in a medical office setting.
• Ability to complete tasks independently.
• Ability to remain calm in distressing situations.
• Experience interfacing with students, faculty, and staff.

Responsibilities

• Serve as initial contact for students seeking services.
• Act as office manager, maintaining operating practices.
• Schedule appointments in the Electronic Medical Record.
• Provide graphic design services for publications.
• Organize and support departmental events.

Skills

Excellent typing, editing, and proofreading skills

Strong interpersonal and communication skills

Thorough knowledge of Microsoft Office

Strong organizational skills

Ability to multitask

Education

Associate Degree

Bachelor’s Degree preferred

Job description

Introduction

Babson College is a world-class business school, empowering entrepreneurial leaders to create great economic & social value. It's an exciting launch pad for anyone who wants to make a real impact in higher education. We provide everything you need to achieve your goals, including learning opportunities, outstanding benefits, rich rewards, wellness programs, & a genuine dedication to creating a diverse, multicultural & inclusive community.

Overview

The Office Manager provides primary support for the Directors of Counseling & Psychological Services (CAPS) and Wellness & Prevention Services (WPS) respectively. In addition, the Office Manager is responsible for the daily administrative operation of CAPS providing general administrative support, which includes acting as office manager and as the key support staff to the clinicians in the creation of a confidential and welcoming environment.

Babson Health and Wellness

The Health and Wellness portfolio in the Division of Student Affairs includes Health Services, Counseling and Psychological Services (CAPS), Wellness & Prevention Services, the Peers On Wellness (POW) peer health education program, Religious & Spiritual Life, and the Campus Assessment, Response, & Evaluation (CARE) Team. We provide collaborative, evidence-based, and culturally inclusive health and wellness services that promote a healthy and safe campus community. We offer prevention and education initiatives, confidential intervention and treatment services, pastoral care, and student-centered advocacy to address undergraduate and graduate students’ mental, emotional, physical, spiritual, and social well-being.

This is a non‑exempt position with the following pay range: $28.91/hour - $32.12/hour; the role is also eligible for bonuses based on performance and budget.

Babson College offers a comprehensive benefits package for full‑time employees working at least 28 hours per week.

• Insurance Coverage: Medical, dental, vision, group life and long‑term disability insurance, business travel accident insurance, and mental health benefits.
• Time Off: Starting at 2 weeks of vacation annually, 2 weeks of sick time, 1 week of paid family illness time, 6 weeks of paid parental leave, and 12 paid holidays per year. President’s holidays are determined each year.
• Retirement: Participation in a 403(b) retirement plan with mandatory employee contributions and a 4:1 employer match.
• Additional Benefits: Wellbeing programs, virtual fitness platform, and employee assistance program.

Responsibilities

• Serve as initial contact for students seeking services at CAPS and Wellness & Prevention.
• Act 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 Wellness & Prevention and CAPS; managing budgets for Wellness & Prevention and CAPS which includes processing all expense reimbursements and budget transfers for staff; and monitoring and assisting with budget tracking, quarterly budget reports, and budgeting priorities in all areas; monitoring and maintaining the CAPS email account; setting up travel arrangements for staff.
• Serve as the primary support person for the Director, Counseling & Psychological Services as well as general office support for the clinicians; schedule and maintain appointments for CAPS and Wellness & Prevention staff in the Electronic Medical Record (EMR) ensuring that holidays and vacations are appropriately blocked off, along with staff and clinical meetings.
• Monitor and update the Wellness & Prevention Services as well as the Counseling & Psychological Services websites as needed.
• Provide graphic design services for Wellness & Prevention Services publications, brochures, social media and other materials in collaboration with College Marketing. Supports CAPS social graphic design and social media as needed.
• Organize, facilitate, and support relevant departmental events.
• Maintain and order office supplies for CAPS and Wellness & Prevention Services, along with supplies for events and meetings as needed.
• Maintain 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.
• Attend and provide organizational support for recurring college events such as orientation, health fairs, and other college and department events as assigned.
• 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 and ITSD.
• Open and forward mail. 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. Perform the above in concert with confidentiality requirements of each department.
• Monitor EMR vendor listserv to remain current on software changes/updates, service outages and timely notification to the Director of CAPS or designee to help ensure secure file storage.
• Take notes and prepare meeting minutes for departmental meetings.
• Work with outside vendors and prepare vendor contracts in alignment with College policies and procedures.
• Assume additional responsibilities as required.

Requirements

• Associate Degree required.
• A minimum of 3‑5 years of experience working in a medical office setting.
• Ability to complete tasks independently as assigned.
• Must have excellent typing, editing, and proofreading skills.
• Must have strong interpersonal and communication skills and must be able to always maintain a high degree of confidentiality.
• 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 and remain calm (e.g., students who present to the clinic in distress, crisis or seeking urgent assistance).
• Ability to consult with clinical staff when risk‑related matters arise (e.g., facilitating emergency care/following emergency procedures).
• Ability to envision and propose new methods that support Babson’s Entrepreneurial Thought & Action mindset; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought‑after results.
• Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and be flexible in changing conditions.
• Ability to successfully perform multiple tasks and balance multiple priorities is essential.
• Must have strong organizational skills with the ability to appropriately prioritize tasks and adjust to changing priorities constantly.
• Ability to take initiative and complete tasks with minimal supervision.
• Must be able to multitask between daily operations and concurrent tasks or departmental functions.

HOW AND WHERE YOU WILL WORK

• Requires work onsite a minimum of 5 days a week; the on-campus requirement is subject to modification based on organizational need.

ADDITIONAL SKILLS YOU MAY HAVE

• Bachelor’s Degree strongly preferred.