Office Manager, Counseling Center

Office Manager, Counseling Center

Job Details
Job Location : Lasell University - Newton, MA
Position Type : Full Time 9-Month
Education Level : Bachelor's Degree
Salary Range : $23.00 - $25.00 Hourly

Position Summary
Job Title: Office Manager

Division: Student Affairs

Departments: Counseling Center and Health Education

Reports to: Director of Counseling Center/Health Educator/Assistant Vice President of Student Affairs

Employment Status: Full Time, Academic Year, 9 months

Job Summary: The office manager directly supports two functional units: The Counseling Center and Office of Health Education; additionally, the office manager serves as the administrative assistant, receptionist, and graduate intern training coordinator. The office manager also serves as the primary case manager for the University, coordinating care for both undergraduate and graduate students, and occasionally Lasell employees.

Principal Duties and Responsibilities: The statements below are intended to describe the principal duties of the person or persons assigned to this job. They are not intended to be an exhaustive list of all job duties and responsibilities. Lasell University has the right to add or change the job responsibilities at any time .

1. Serve as the office manager to the Counseling Center and Office of Health Education departments: provide direct administrative support to the professional staff members and undergraduate and graduate interns; maintain inventory of supplies; assist in the management of various budgets; coordinate maintenance needs of the office space with Plant Operations
2. Serve as the frontline receptionist to the Counseling Center: handle inquiries and provide pertinent information (in person and via telephone/email); assist in the scheduling of appointments for the professional staff and graduate interns; monitor and update 10+ schedules, comprising approximately 100 appointments per week; send daily appointment reminders; manage pedestrian traffic in the office
3. Respond to crises as they arise: utilize mental health first aid training to de-escalate students, perform initial screenings, and connect them with a staff member when necessary; coordinate with campus police when students need to be transported to hospital, provide Section 12 forms and student contact information
4. Maintain student medical records and statistics for the Counseling Center (using the Titanium software); coordinate with clients to ensure client records are complete and up-to-date (including consent forms, demographic forms, release of information forms, and others); create and update clinical form templates for staff use
5. Provide case management and referrals for undergraduate and graduate students (and occasionally Lasell employees) needing off-campus services, including (but not limited to): housing and transportation needs; food assistance programs; referrals to psychiatric testing, off-campus therapy, and medication management services
6. Participate in, and provide support for, office-sponsored programming efforts including (but not limited to): Counseling Center and Health Education tabling; well-being and awareness events/workshops; First Year Seminar classroom visits and stress workshops; create and post promotional flyers and social media messaging when needed
7. Coordinate training for the Graduate Intern Program: participate in interviews; create training materials; assist Director of Counseling Center in week-long intern training; offer support and manage logistical needs of interns (parking stickers, schedules, IDs, email accounts, office space, etc.)
8. Communication: office manager will communicate professionally with students, student family members, Campus Police, various departments within the Division of Student Affairs, faculty members, IT staff, off-campus vendors, and referral agencies
9. Create and maintain resource materials including (but not limited to) Counseling Center brochures and contact cards; research and develop handouts and PDFs on clinical/wellness topics; maintain and update content on internal/external website pages.

Minimum Knowledge and Skills Required by the Job:

Minimum Education Level: High School degree required; bachelor's degree preferred

Computer Skills: Microsoft Office, specifically Excel, Power Point, Publisher, Word, and Outlook. Need to be willing/able to learn, maintain, and update skills associated with Titanium. Experience with Canva, Hootsuite, and Adobe Creative Cloud is helpful.

Other Requirement of the Job: Excellent skills dealing with contacts on the telephone and in person; candidate is expected to interact with clients with compassion and sensitivity; candidate must be highly attuned to the confidential nature of the services provided by the Counseling Center, and have the ability to maintain confidential information, as such; must be able to handle multiple assignments concurrently; candidate must demonstrate good organizational skills, be detail-oriented, and enjoy working with traditionally-aged college students.

Certification, Registration or Licensure Required by the Job: None, though
Mental Health First Aid Certification is a plus

Supervisory Responsibility: None

Physical and Visual Requirements for the Job:

Physical Effort

X Average physical effort, with some handling of light weights such as supplies or materials, on an infrequent basis (10 - 15 lbs.).

___ On occasion, an above-average amount of physical effort, including consistent standing, lifting and carrying light to moderately heavy materials or equipment

___ High level of physical effort such as pushing, pulling, bending, lifting and carrying heavy objects (over 50 lbs.)

Visual

X Average visual effort with infrequent exposure to visually demanding work.

___ Above average visual effort with frequent exposure to visually demanding work involving detailed work.

____ High level of visual effort with continuous exposure to highly detailed work requiring substantial concentration.

WORKING CONDITIONS:
What is the extent of exposure to unpleasant work conditions required in carrying out job duties? Check only one from each category.

X Work performed in an environment with correctable conditions such as lighting and room temperature.

___ Work performed in an environment requiring occasional exposure to weather extremes, fumes , odors and/or noise.

___ Work performed in an environment requiring constant exposure to weather extremes, fumes, odors and/or loud noise.

Hazards:

X Normally, no exposure to job hazards; probability of injury is remote.

___ Occasional exposure to job hazards, resulting in some injury, lost time, or threatening to one's personal health.

___ Frequent exposure to job hazards, resulting in injury, lost time, total disability or death.

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