Practice Manager

Merrimack College; Massachusetts; On-site; USD 55,000 - 75,000; Full time

Job summary

Merrimack College seeks a detail-oriented Practice Manager for the Office of Counseling and Wellness Education on campus in North Andover, MA. Reporting to the Director, this role ensures smooth daily operations, coordinates student visits, and supports clinicians with scheduling and documentation in Medicat and other systems.

The position involves managing Telehealth room scheduling, vendor contracts, and event logistics for Counseling and Wellness-sponsored programs, while protecting student

Qualifications

• Bachelor’s degree or above required.
• Experience in office administration in higher education or healthcare settings preferred.
• Ability to maintain privacy and confidentiality of student records.

Responsibilities

• Responsible for day-to-day facility operations, managing calls, faxes and emails.
• Schedule all clinical visits and scan documents into Medicat; release records as needed.
• Plan and support office and Counseling & Wellness events on campus.
• Demonstrate competency with Merrimack College IT systems (Medicat, Cobblestone, Microsoft Excel, Google Drive).
• Monitor communications and update the Counseling & Wellness Education website as needed.
• Assist in onboarding new professional staff and interns in the Office of Counseling and Wellness Education.
• Schedule Telehealth Room appointments and arrange space for external providers.

Skills

Office management

Scheduling

Customer service

Data entry

FERPA compliance

Education

Bachelor’s degree or above

Tools

Medicat

Cobblestone

Microsoft Excel

Google Drive

Job description

Position Overview Reporting to the Director, the Practice Manager of the Office of Counseling and Wellness Education is a highly detail-oriented individual with experience in office management in an administrative or higher education setting. The primary duties of this role include: providing operational support for the Office of Counseling and Wellness Education, managing the flow of student visits to optimize student satisfaction and provider schedules, supporting Counseling Center clinicians with scheduling and scanning of documentation into student charts, Telehealth Room scheduling, vendor contracts, ordering and maintaining office and event supplies for the Office of Counseling and Wellness Education, and assisting with Counseling and Wellness-sponsored events.

PCN 335 Position Overview Reporting to the Director, the Practice Manager of the Office of Counseling and Wellness Education is a highly detail-oriented individual with experience in office management in an administrative or higher education setting. The primary duties of this role include: providing operational support for the Office of Counseling and Wellness Education, managing the flow of student visits to optimize student satisfaction and provider schedules, supporting Counseling Center clinicians with scheduling and scanning of documentation into student charts, Telehealth Room scheduling, vendor contracts, ordering and maintaining office and event supplies for the Office of Counseling and Wellness Education, and assisting with Counseling and Wellness-sponsored events.

Primary Responsibilities

• Responsible for the facility’s day-to-day operations including basic triaging needs of all students and visitors who come to the center, managing all phone calls, faxes and emails in a timely manner, ensuring office is open during operating hours, and ordering all office supplies.
• Support the Office of Counseling and Wellness Education by providing general office assistance including scheduling all clinical visits, scanning all student clinical forms and hospital documentation into Medicat. Release medical records upon request to alumni and transfer students. Dispose of counseling records after a 7 year period. Help prepare students for appointments with counseling providers by reviewing and ensuring that all pertinent information is accurate on patient summary.
• Contribute to the planning and implementation of the Office of Counseling and Wellness Education sponsored campus events such as the Office of Wellness Education and the Wellness Peer Educator events, Annual Wellness Fair, and the Counseling Center Speaker Series events, as well as other Counseling and Wellness events.
• Demonstrate competency utilizing Information Technology Services at Merrimack College. This includes utilizing: Medicat, Cobblestone, Adobe Sign, J-1, Microsoft Excel, Google Drive, and other software as required.
• Monitor and provide timely responses to communications from the Counseling Center email and voicemail.
• Monitor the Office of Counseling and Wellness Education website to ensure the database is accurate, up-to-date, and relevant to the website’s visitors. Request modifications to the website when required.
• Assist in the onboarding and orientation of new professional staff, graduate fellows and clinical interns in the Office of Counseling and Wellness Education
• Schedule appointments for the Telehealth Room and/or locate additional confidential space for students to conduct appointments with outside clinical services.
• Participate as a member of the Student Affairs division in campus wide events such as commencement, orientation, move-in, and others as assigned throughout the year.
• Participate in staff meetings and divisional meetings.
• Other duties as assigned.

Qualifications And Skills

• Bachelor’s Degree or above.
• Ability to maintain students’ rights to privacy, assuring discretion in all communications about care, and managing patient records.
• Consistently demonstrate good judgment in the resolution of problems and the ability to act independently.
• Possess the expected knowledge, skills, and abilities of a professional Clinical Medical Assistant.
• Demonstrated interpersonal skills, computer aptitude (EHR, Coogle, Microsoft, Etc.) and familiarity with medical terminology and procedures.
• Knowledge of Medicat, Cobblestone and J-1 is preferred.

Experience

• 5+ years office experience.
• Experience interfacing with a population of young adult students.

Application Materials Should Include

• Resume or CV
• Cover letter stating motivation and interest in the position, citing experience relevant to the qualifications and including experience with, and commitment to, our Catholic Augustinian mission and our values.

Work Location

This is an on-campus position as employees are essential in order to provide a fully on-campus, residential college experience for our students and the community.

This position is subject to the successful completion of a criminal background check.

Statement on Our Mission

Merrimack College is a Catholic Augustinian institution of higher education committed to building an accepting and respectful community. Our mission is to enlighten minds, engage hearts and empower lives and is inspired by our Catholic faith and the Augustinian tradition of seeking truth through inquiry and dialogue.

Merrimack College seeks candidates who understand, respect, and can contribute to Merrimack’s Catholic and Augustinian mission. All candidates should describe in their application how they will foster a culture that supports our mission.

About Merrimack College

The only Catholic, Augustinian institution of higher education in New England, Merrimack College is a private, independent, coeducational institution with more than 4,100 undergraduate, 2,500 graduate students and 50 doctoral students from 48 states and 63 countries. The College features more than 160 career-focused undergraduate, professional and graduate programs, all taught by exceptional faculty who are passionate about their subject and student success. The College has six schools: arts and sciences, engineering and computational sciences, nursing and health sciences, education and social policy, the Girard school of business and the graduate school of counseling and social work. The College’s suburban 220-acre campus is just north of Boston in North Andover, Massachusetts. Merrimack is a Master’s Colleges and Universities/Larger Programs (M1) institution in the Carnegie Classification of Institutions of Higher Education. Merrimack is one of the fastest growing educational institutions in the country and has steadily climbed up in the U.S. News & World Report’s ranking of Best Colleges, ranking 38th in the Regional Universities North category in 2026. Merrimack College is an Equal Opportunity Employer.