Clinic Supervisor / Office Manager

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Apr 09, 2021
Employment Type
Full Time

General Summary/Purpose

The Counseling Center is a member of the Johns Hopkins University Student Health & Well-Being (SHWB) practice group which supports wellness, primary care and mental health services for JHU students and learners across all nine schools within the university. In addition to the SHWB wellness office, our integrated service delivery model provides in-person primary and mental health care options at our clinics as well as remote support through phone and online resources.

The Johns Hopkins University Counseling Center (CC) provides services to students in full-time graduate and undergraduate academic programs in the Schools of Arts and Sciences and Engineering located on the Homewood campus, as well as the Peabody Institute of Music.

The Clinic Supervisor/Office Manageroversees the CC’s Front Office personnel and operations and helps create and maintain an environment in the Center that supports the emotional well-being of CC clients. The position is responsible for ensuring that all support service activities operate in a smooth and seamless fashion to allow the clinical, outreach, and training activities of the Counseling Center to function efficiently and effectively. The most essential duties and responsibilities of the Clinic Supervisor/Office Manager are: 1) Office Management, 2) Budget Management, 3) Technology (Computer) Coordination.

Specific Duties & Responsibilities

Office Management

Oversee 2 administrative coordinators and 1-3 work study students: includes hiring, training, management, supervision and performance evaluation; ensure proper and smooth functioning of Center support operations including quality customer service; provide support service back-up including receptionist/secretarial duties such as greeting clients, answering telephones and scheduling when needed.

Coordinate and oversee Front Office support for the work of the CC clinical staff (which includes Executive Director, Associate Directors, mental health clinicians, doctoral interns, clinical case managers and consulting psychiatrists); develop systems that promote effective communication between Front Office staff and clinical staff regarding clinical staff requests for programmatic and task-specific support; examples of Front Office staff support include: flier design and editing, serving as note taker for meetings, photo copying, faxing, data collection and retrieval, monitoring of service trends, applicant interview scheduling and arrangements, editing, and shredding; coordinate training of new staff and interns regarding Front Office support activities.

Serve on CC’s Executive Committee with the CC’s Executive Director and Associate Directors; collaborate with other EC members to develop and implement new policies and procedures and to keep staff apprised of changes in these policies and procedures; attend all staff business meetings, record and distribute minutes.

Oversee certain aspects of the Center scheduling system and procedures; maintain electronic scheduling system; manage scheduling of Front Office personnel; responsible for making sure Counseling Center is open and closed at appropriate times; coordinate training of new staff and interns in use of the electronic scheduling system.

Handle highly personal and sensitive information in a confidential secure fashion; direct clients in need of urgent care to appropriate CC resources.

Maintain CC physical environment conducive to clinical work (e.g. sound proofing, comfortable furniture, comfortably functioning heating/cooling systems, signage, etc.); coordinate maintenance requests; liaison extensively with multiple departments such as LAN/IT services, Housing, Design & Construction, Telecommunications, Plant Operations, Residential Life, HVAC/Facilities as a result of this responsibility.

Maintain office equipment and software.

Maintain and update relevant sections of the CC policy and procedures manual.

Oversee data collection conducted by Front Office staff.

Serve as departmental time keeper and monitor staff electronic time sheets; maintain knowledge of University policies related to personnel matters and serve as first point-of-contact on questions from staff related to such.

Budget Management

Track and develop monthly and annual expenditure reports of the Counseling Center operating budget for the Director ($800,000+); maintain Quicken and BW databases; prepare cost projections and assist director with budget proposals; reconcile discrepancies.

Oversee all purchases and expenditures of the CC for a staff of approximately 30 (which includes full-time, part-time and contractual staff), including: supplies; work with Accounts Payable, SHWB Business Office, Purchasing, external and internal vendors, tax office, contractual employees (including consulting psychiatrists as independent contractors), in executing the business of the Center; extensive use of SAP & the BW Analysis reporting function; approve P-card purchases and crosscheck with budget/receipts; process payrolls and address discrepancies and problems for all CC staff; execute contract paperwork as appropriate; address fiscal problems and notify Director of fiscal concerns in a timely fashion.

Process and track all HR paperwork including staff new hires, payroll, supplemental pays, and terminations as determined by the Director; includes FMLA and Leave of Absence situations; work collaboratively with the divisional HR Representatives.

Process all paperwork related to professional development including: speakers and development or outreach programs brought to campus; reimbursements to staff for professional development expenses including travel.

Technology Coordinator (ComputerCoordinator)

Coordinate and oversee the implementation of technology in the Counseling Center, working in collaboration with the University’s LAN administrators and IT department; ensure critical information and data are functioning appropriately, securely, and backed-up appropriately; troubleshoot computer and AV equipment issues; assure connections to University servers from off campus locations are functioning - to assure ability of staff to provide any necessary remote services.

Oversee the purchase, replacement, set up and tracking of all Center computers, printers, copiers, and other electronic appliances (e.g., ipads, cells phones) including warranty contracts; coordinate training of all staff in using computers, copiers, and accessing appropriate CC drives on their computer. Coordinate all purchases and functioning of computers and serve as CC liaison with LAN and Budget Office.

Oversee the installation and operation of Center software packages such as: Titanium (electronic scheduling/note taking system), the Behavioral Health Monitor (BHM), psychological testing systems, SPSS, Quicken, etc. Works with off campus IT administrators of these software packages to insure web based access; install, train, and ensure client paperwork registration via web based system are operating properly and troubleshoot as necessary.

Work with the Director and LAN departments to research new IT/electronic solutions to enhance clinical services to clients.

Other – Community Activity

As a member of the Counseling Center staff, this position along with all positions in the Counseling Center are encouraged to participate in activities or projects that can better the University and department’s environment and enhance the spirit and morale of our community. Therefore, with the approval of the director, participation on University and departmental committees is encouraged.

Minimum Qualifications(Required)

High School Diploma/GED.

  • Four (4) years related experience.
  • Previous lead or supervisory experience required.
  • Requires an understanding of changing reimbursement policies and third party reimbursement.

Additional education may be substituted for years of related experience.* JHU Equivalency Formula:30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. *

Preferred Qualifications

Bachelor’s Degree preferred.

Budgetary experience is preferred.

Customer service experience and supervisory experience a plus, preferably in a clinical setting.

Special Knowledge, Skills, and Abilities
Ability to plan, organize and handle multiple projects simultaneously in a fast-paced environment

  • Ability to manage and supervise administrative staff
  • Strong communication skills - verbal and written
  • Strong people skills
  • Strong problem-solving skills
  • Ability to effectively collaborate as a member of a team of professionals
  • Ability to function professionally, maintain confidentiality and use good judgment and appropriate boundaries in a confidential mental health environment
  • Facility with technological hardware and software applications and systems, including Windows operating systems, Quicken and Excel
  • Working knowledge of JHU policies and procedures, university structure and university HR policies a plus
  • Working knowledge of accounting, payroll and registrar applications a plus.

Classified Title: Clinic Supervisor
Working Title: Clinic Supervisor / Office Manager
Role/Level/Range: ATO 40/E/03/OF
Starting Salary Range:$38,649 - $53,167/ Commensurate with Experience
Employee group: Full Time
Schedule: Monday - Friday, 8:30AM-5:00PM / 37.50 hrs per week
Exempt Status: Exempt
Location:01-MD:Homewood Campus
Department name: 10001408-Counseling Center
Personnel area: Johns Hopkins University

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Homewood Campus


The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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