Office Manager for the Psychological Services Center

Posting Details

Job Title Office Manager for the Psychological Services Center Posting Number S833P Classification Title

Assists the Director of the Psychological Services Center in administration of the center; completes, compiles, and maintains administrative and clerical work of the center by performing the following duties:

Essential Duties and Responsibilities

Other duties may be assigned.
1. Manages overall operation of the Psychological Services Center office and compliance with Policies and Procedures Manual.
2. Provides administrative and secretarial support to the Director of the Psychological Services Center.
3. Manages Director’s calendar and independently schedules appointments.
4. Composes and prepares confidential correspondence, reports, and other complex documents.
5. Organizes and maintains file system, files correspondence and other records, largely within the TherapyNotes EHR .
6. Provides general oversight to use of TherapyNotes for all providers and staff.
7. Creates and maintains databases, spreadsheet files, and reports.
8. Manages accounts and technology associated with ACORN outcome measurement system.
9. Manages office expenditures and assists director with budget.
10. Oversees scheduling process for providers and students, coordinating with receptionist(s).
11. Screens incoming calls and correspondence and responds independently when possible.
12. Provides information and assistance to inquiries from any source.
13. Directs crisis situations to the person determined by the Policy and Procedures Manual.
14. Maintains confidential records of keys, access codes and issues same.
15. Maintains familiarity with California Board of Psychology standards/California laws/ HIPAA compliance.
16. Oversees payroll preparation for delivery to campus Payroll office.
17. Cross-trains with the Psychological Services Center receptionist(s) to provide support in receptionist’s absence.
18. Develops and implements, in collaboration with the Director, new administrative systems.
19. Manages setup of providers’ schedules in EHR .
20. Coordinates use of video equipment and any related scheduling of rooms and equipment; also ensures all recording equipment is used in accordance with HIPAA policies.
21. Manages and coordinates psychological testing materials, both physical and online.
22. Assures all appropriate parties have HIPAA business associate agreements and that clinic functions in keeping with HIPAA standards.
23. Assists Director in hiring, orientation, and training of new providers, and of orientation and training of psychology trainees.
24. Coordinates support groups, therapist trainings, and other Psychological Services Center events.
25. Assists receptionist(s), as needed.
26. Manages third party billing and procedures, including contracts, subsidies for therapy, and other third party reimbursement, including insurances should the Center choose to accept them.
27. Presents a positive supportive image of the Psychological Services Center, California Baptist University, and Christian Higher Education.

Supervisory Responsibilities

Directly supervises employees, including work study students. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees (specifically, receptionists and student workers); planning, assigning, and directing work; appraising performance; disciplining employees; addressing complaints and resolving problems.

Other Knowledge Skills and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
 Ability to maintain confidentiality
 Thorough knowledge of HIPAA standards and procedures
 Skill in the use of personal computers and related software applications
 A thorough knowledge of Business English and arithmetic; general office methods, procedures and practices
 Ability to plan, develop, and coordinate multiple projects
 Ability to read and write at a level appropriate to the duties of the position
 Ability to gather data, compile information, and prepare reports
 Strong organizational skills and detailed oriented
 Knowledge of standard budgeting and expenditure control procedures and documentation
 Ability to interpret, adapt, and apply guidelines and procedures
 Strong interpersonal and communication skills and the ability to work effectively with a diverse clientele, staff and student body
 Ability to make administrative/procedural decisions and judgments
 Ability to create, compose, and edit written materials
 Excellent telephone courtesy knowledge and experience
 Ability to develop and maintain recordkeeping systems and procedures
 Ability to resolve customer complaints and concerns

Education and/or Experience

Bachelor’s degree from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

Open Date 09/01/2020 Remove from Web Open Until Filled Yes Special Instructions to Applicants Nondiscrimination Statement

State and Federal law permit California Baptist University to discriminate on the basis of religion in order to fulfill its purpose. The University does not discriminate contrary to either State or Federal law.

Quick Link to Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Are you a Christian?
    • Yes
    • No
  2. * Do you attend church regularly?
    • Yes
    • No
  3. If no, please explain (required):

    (Open Ended Question)

  4. * Are you both familiar with and not in conflict with the fundamental doctrines and practices of the California Southern Baptist Convention as stated in the Baptist Faith and Message dated June 14, 2000? (Please see above link for more information)
    • Yes (I am familiar and not in conflict)
    • No (I am in conflict or not familiar)
Applicant Documents
Required Documents Optional Documents
  1. Cover Letter
  2. Resume
  3. Other Document
  4. Other Document 2
  5. Other Document 3
  6. Other Document 4

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