Operations & Administrative Support Supervisor

Davita Inc.; Raleigh (NC); On-site; USD 37,000 - 71,000; Full time

Job summary

A leading company in healthcare services seeks an Operations & Administrative Support Supervisor to oversee administrative functions within the Counseling Center at NC State. The role involves supervising staff, ensuring compliance with regulations, and providing high-quality customer service. Candidates should possess strong organizational and communication skills and have administrative experience. This position offers an opportunity to contribute significantly to the success of the Counseling Center's operations.

Qualifications

• High school graduation and two years' experience in office management, including supervision.
• Strong organizational, written, and communication skills are essential.

Responsibilities

• Oversee administrative office functions and supervise front office personnel.
• Manage schedules for clinical staff and ensure compliance with policies.
• Provide high quality customer service and support program evaluations.

Skills

Strong organizational skills

Computer and technology skills

Written communication skills

Strong communication skills

Resourcefulness

Education

High school graduation

Two years of progressively responsible administrative experience

Job description

Job Posting Information

Other duties as assigned.

Posting Number	PG194559SP
Internal Recruitment	Yes
Working Title	Operations & Administrative Support Supervisor
Anticipated Hiring Range	Commensurate with education, market, and experience.
Work Schedule	M-F, 8 a.m. - 5 p.m.; evening and weekend work may be required to cover events.
Job Location	Raleigh NC
Department	Counseling Services
About the Department	The Division of Academic and Student Affairs (DASA) is where students discover connections and community. It is where students live, where they gather, where they improve themselves, each other, and their university. DASA is where students seek guidance and support, both in and outside of the classroom. The division serves all students at NC State through three integrated components: academic affairs, student affairs, and University College. NC State wants employees to achieve their highest potential at work, learn more about our employee value proposition here (You Belong Here). The Division of Academic and Student Affairs is the place to work for values-driven faculty and staff who are passionate about promoting the success of the whole student. The Counseling Center assists NC State students experiencing personal, academic or vocational problems. The goal of the Counseling Center is to provide students with professional counseling services and outreach to help them cope with issues that may impede successful academic performance. The Counseling Center also offers crisis intervention and psychological/ psychiatric assessment as well as consultation with others who have concerns about the mental/ emotional state of NC State students. Our services are primarily short term in nature and we make referrals to other helping professionals and community agencies as appropriate. Members of the counseling center commit to: A nurturing, supportive community A commitment to cultural humility Holding ourselves and each other accountable Embracing compassion in all situations Using evidenced-based quality of care
Essential Job Duties	This position is responsible for general oversight of administrative office functions of the Counseling Center. Including front office personnel supervision, training of front office staff, general operations for building maintenance, policy and procedure review as well as business continuity and disaster preparedness. Supervise 4 full time staff and temporary staff which includes establishing schedules, workload/assignments for Main and Centennial Campus, preparing Performance Appraisals, conducting off cycle and annual reviews, addressing any performance concerns. Serve as the Department Timekeeper, review and approve SHRA and temporary timesheets and SHRA leave records, review position descriptions, update and recruit any vacant Administrative positions. Create and maintain guidelines for Core functions, comprehensive system to track departmental changes, all front office procedures. Develop comprehensive training for new employees both administrative and training for clinicians to understand front office procedures. Maintain medical records for Center via use of Electronic Medical Records (EMR) system and scheduling system (Titanium); manage all facets of proper handling and maintenance of client files, conduct all records release requests. Manage schedules for 50+ clinical staff, identify problems and recommend changes, run office efficiently and maintain good morale, independently and consistently apply policies Provide high quality customer service to external and internal customers while maintaining solid business practices, update procedure manuals and manage electronic document platforms. Provide support of program evaluation for the counseling center and review information to make needed improvements within the front office area. This includes comprehensive knowledge of different complex programs (Titanium and Maxient) as well as our internal messaging client system utilized for communication with the team. Provide high quality customer service to external and internal customers while maintaining solid business practices, update procedure manuals and manage electronic document platforms. Provide support of program evaluation for the counseling center and review information to make needed improvements within the front office area. This includes comprehensive knowledge of different complex programs (Titanium and Maxient) as well as our internal messaging client system utilized for communication with the team. Maintain inventory of office supplies and purchasing processes including monitoring of facilities budget. Ability to make on the spot decisions that impact students and independently apply this knowledge to unique student situations. Demonstrated ability to assess when to involve other professionals for assistance. Demonstrated knowledge of Center wide data resources and connection to services. Expert knowledge of HIPAA, FERPA and state confidentiality laws and practices and the ability to document them procedurally within the center day-to-day business functions. Managing several key areas including the monitoring of the Maxient record system (which is a database for student concerns), data mining within our Electronic Medical Record System (currently Titanium), maintaining HIPAA and Business Continuity Documentation, our Document Management Software used to house the Counseling Center's Policy and Procedure Manuals and Required Orientation Course, and reporting project based work to support Clinical Services and Counseling Center administration in making data informed decisions. Maintains a calm and consistent disposition to ensure an affable office environment. A significant portion of this work is now conducted through the use of technology. Multiple software applications need to be coordinated simultaneously to review risk levels of students, assure proper authorization through electronic signature, print assessment documents, notify counselors or crisis response team and manage patient flow. Must be able to multitask and work on independent projects to improve the overall system Will work collaboratively with case management staff in Counseling Center and CARES staff in Prevention Services to ensure that student of concern information is accurately documented and appropriate staff are notified. Will train additional front office staff on duties as needed. Position has responsibility to assist Center administration in data informed decision making through contributing to data related project based work. Must independently coordinate work flow among front office staff unit. Position will have decision making responsibilities in approving and submitting work orders to Building Liaison for Facilities.
Other Responsibilities

Qualifications

Experience in a College Counseling Center preferred. Experience in a medical office setting preferred. Skilled in the use of computer systems and software, including data entry/management - will train in specific software programs linked with Center

N/A

Minimum Experience/Education	Graduation from high school and two years of progressively responsible administrative/office management experience; including some experience as a lead worker; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
Other Required Qualifications	Strong organizational skills Computer and technology skills - Excel, Word, and various other software applications Written communications skills for Creating Documents, Contracts, Correspondence from templates and from scratch Strong communication skills Resourcefulness and flexibility to pull together things on a moment's notice, knowing who to contact for assistance, and sometimes crisis response Flexibility - adjusting hours or staying late if needed Reliability
Preferred Qualifications
Required License or Certification
Valid NC Driver's License required	No
Commercial Driver's License Required?	No

Recruitment Dates and Special Instructions

Please note that the work history on your resume, must also be included in your application

Please include a cover letter, resume and contact information for at least three professional references.

Job Open Date	05/30/2025
Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)	06/06/2025
Notice to Applicants
Special Instructions

Position Details

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Equal Opportunity.

If you have general questions about the application process, you may contact Human Resources at [phone] or [e-mail].

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

Position Number	00041250
Position Type	SHRA
Position Classification Band Title	Administrative Support Supervisor
Position Classification Band Level	Advanced
Position Classification Salary Range	$ 37,851 - $ 70,414
Salary Grade Equivalency	GN09
Alternate Option
Full Time Equivalent (FTE) (1.0 = 40 hours/week)	1.00
Appointment	12 Month Recurring
Mandatory Designation - Adverse Weather	Mandatory - Adverse Weather
Mandatory Designation - Emergency Events	Mandatory - Fire/Explosions, Mandatory - Medical Emergencies, Mandatory - Hazardous Material Incidents, Mandatory - Transportation Accidents, Mandatory - Evacuations/Natural Hazards, Mandatory - Utilities/Infrastructure Failure, Mandatory - Threats of Violence/Terrorism/Interpersonal Emergencies
Time Limited Position	No
Time-Limited Appointment Length (if applicable)
Department Id	244020 - Counseling Services
EEO