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

Babson College; Wellesley (MA); On-site; USD 39,826 - 44,248; Full time

Benefits offered by this job

Medical, dental, and vision benefits

403(b) retirement plan with employer match

Wellbeing programs and employee assistance

Job summary

Babson College is seeking an Office Manager to provide essential administrative support for the Counseling & Psychological Services (CAPS) and Wellness Services. The role includes managing daily operations, maintaining confidentiality, and serving as the first point of contact for students.

Ideal candidates will have an Associate's Degree, 3-5 years of experience in a medical office, and strong organizational skills. Benefits include competitive pay, performance-based bonuses, health benefits, and generous time off policies.

Qualifications

• Minimum of 3–5 years experience in a medical office setting.
• Ability to complete tasks independently and manage multiple priorities.
• Flexibility to embrace change and adopt new skills.

Responsibilities

• Serve as the initial contact for students seeking services.
• Manage daily administrative operations of CAPS.
• Provide database management and generate reports.

Skills

Excellent typing, editing, and proofreading skills

Strong interpersonal and communication skills

Thorough knowledge of Microsoft Office

Ability to manage multiple priorities

Strong organizational and prioritization skills

Education

Associate's Degree

Bachelor’s Degree (strongly preferred)

Job description

The Office Manager provides primary support for the Directors of Counseling & Psychological Services (CAPS) and Wellness & Prevention Services (WPS). The role also manages the daily administrative operations of CAPS, ensuring a confidential and welcoming environment for clinicians and clients.

What you will do

• Serve as the initial contact for students seeking services at CAPS and Wellness & Prevention.
• Act as office manager for Counseling Services, developing and maintaining operating practices such as record‑keeping systems, form control, and new or revised procedures.
• Provide database management and generate monthly and annual reports for Wellness & Prevention and CAPS.
• Manage budgets for Wellness & Prevention and CAPS, process expense reimbursements and budget transfers, and prepare quarterly budget reports.
• Monitor the CAPS email account, and set up travel arrangements for staff.
• Schedule and maintain appointments for CAPS and Wellness & Prevention staff in the Electronic Medical Record (EMR) system, blocking holidays and vacations and coordinating staff and clinical meetings.
• Monitor and update the websites for Wellness & Prevention Services and Counseling & Psychological Services as needed.
• Provide graphic design support for publications, brochures, social media, and other materials in collaboration with College Marketing.
• Organize, facilitate, and support departmental events.
• Maintain and order office supplies for CAPS and Wellness & Prevention Services, and supplies for events and meetings.
• Maintain the highest standards of confidentiality, creating a private environment and handling sensitive information with care.
• Provide organizational support for college events such as orientation, health fairs, and other department events.
• Work with the EMR vendor and ITSD on technical issues, serving as the point person and monitoring vendor listserv for updates.
• Handle mail, answer phones, screen calls, take messages, provide information, and write correspondence and reports.
• Proofread and edit copy generated by supervisors and others.
• Take notes and prepare meeting minutes for departmental meetings.
• Work with outside vendors, prepare vendor contracts in alignment with College policies and procedures.
• Assume additional responsibilities as required.

Education and Skills

• Associate’s Degree required.
• Minimum of 3–5 years experience in a medical office setting.
• Ability to complete tasks independently and manage multiple priorities.
• Excellent typing, editing, and proofreading skills.
• Strong interpersonal, communication, and confidentiality skills.
• Thorough knowledge of Microsoft Office (Word, Excel, PowerPoint).
• Ability to interface with students, faculty, staff, and visitors.
• Ability to remain calm when dealing with distressed students.
• Ability to consult with clinical staff on risk‑related matters.
• Vision and initiative to propose new methods to support organizational goals.
• Flexibility to embrace change and adopt new skills.
• Strong organizational and prioritization skills.
• Ability to take initiative with minimal supervision.
• Strong multitasking ability.

How and Where You Will Work

Requires on‑site work approximately five 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.

Compensation and Benefits

This non‑exempt position has a pay range of $28.91 per hour to $32.12 per hour, with eligibility for performance‑based bonuses. Full‑time employees (at least 28 hours per week) receive benefits including medical, dental, vision, group life, long‑term disability, business travel accident insurance, mental health benefits, and a comprehensive wellness program.

Time off includes two weeks of vacation annually, two weeks of sick time, one week of paid family illness time, six weeks of paid parental leave, and twelve paid holidays per year. The institution participates in a 403(b) retirement plan with mandatory employee contributions and a 4:1 employer match. Additional benefits feature wellbeing programs, a virtual fitness platform, and an employee assistance program.