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

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.

WHAT YOU WILL DO

• 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 maintaining 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.
• Provides 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, meetings as needed.
• Maintains 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.
• Responsible for ordering and maintaining office supplies as needed.
• Take notes and prepares 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.

YOUR TEAM WILL INCLUDE

N / A

WHAT EDUCATION AND SKILLS YOU WILL NEED

Associate’s 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 to perform tasks that support Babson’s Entrepreneurial Thought & Action mindset;

takes thoughtful risks; and accepts new and ongoing initiatives, objectives, and solutions to gain sought-after results.

Ability to anticipate and embrace change ; demonstrates willingness to achieve, acquire, and utilize new skills and challenging tasks;

and is 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.
30+ days ago