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Office Manager for Counseling and Health Services

Wheaton College of Massachusetts
Massachusetts, United States
Salary Not Specified
Posted Date
Oct 11, 2022
Wheaton is a leading private, coeducational, liberal arts college of 1800 students located in Norton, MA and within easy commuting distance of Boston and Providence.

Posting Details

Posting Details

Posting Number:


Position Title:

Office Manager for Counseling and Health Services



Job Type:


Staff Term:

12 Months

Staff Work Schedule (hours/dates):

Academic Year Schedule (dates):

Faculty Term:

Position Type:



Counseling and Health Services

Job Summary/Basic Function:

The Office Manager for Counseling and Health Services will serve as the main contact for the Counseling Center, and ancillary support for Health Services. This individual is responsible for executing a large variety of administrative tasks needed to manage the Counseling Center, outreach and education initiatives, and Student Health Services in a fast paced, diverse, and high performance environment. The Office Manager reports to the Director of Counseling and Health Services. Given the sensitive and private nature of the services provided in this department, the highest level of confidentiality, sensitivity, communication skills, and professionalism is required at all times in this position. General Counseling Center Responsibilities:

• Manage all daily operations of the Counseling Center Office including: Manage voicemails, all phone calls, in person and online requests for appointments. Manage all daily tasks such as setting up computer systems, setting up and maintaining IPads and keyboards for student registration and screening forms, scanning, documentation and file uploading into EMR, maintaining office availability grid, cleanliness of center and other tasks as needed.
• Work with all areas of the College community and interdepartmental relationships (students, staff and faculty) and external constituencies (parents, clinicians, etc.) by providing information and supporting relationships pertaining to the Counseling Center.
• Assist with all manner of psychological emergencies when appropriate and as directed: Including initiating same day emergency screening form, communicating with Clinician on Duty regarding screening, initiating documentation and screening forms for emergencies, coordinate all paperwork for Section 12 when initiated, including scanning and faxing documentation to ER, contacting Campus Safety for ambulance transport, providing EMT’s with documentation, and managing staff and students being moved within CC for confidentiality purposes. Other duties and needed.
• Distribute/coordinate incoming and outgoing mail/faxes/scans to Counseling Center staff.
• Create/edit correspondence and other outreach and advertisement documents for Director, Clinician’s, and Graduate Interns/Practicum Students as needed, including letters to students/clients.
• Oversee electronic medical record ( EMR ): manage schedule of Director, Clinician’s and Interns; trouble-shoot problems, scan records as needed, assist in administering electronic student-client registration documentation and screening forms. Record all incoming phone and student/faculty/staff/constituent interactions in EMR . Process records requests from students/clients.
• Assist with Counseling and Student Health Services website editing, maintain and update departmental publications, brochures, business cards, posters, name tags, etc as needed.
• Arrange for meeting space as needed and assist in preparation, organization and delivery of materials for meetings and events.
• Stock and maintain accurate inventory of supplies and equipment – manage re-ordering of supplies for general counseling center needs and outreach and education programming.
• Oversee maintenance of office equipment and physical facility; submit work order requests and maintain key assignments to Counseling Center staff and intern/practicum students.
• Take minutes at weekly Staff Meetings and transcribe them in online document.
• Provide any support needed to the Training Director regarding Graduate Interns/Practicum Students before and during Internship at the Wheaton College Counseling Center.
• Assist Graduate Interns/Practicum Students in clinical and documentation duties. General Health Services Responsibilities:
• Assist Associate Director of Health Administration in communication regarding Health Forms, Immunizations and other required health documentation to be a student at Wheaton College during the academic year and in preparation for summer orientation and other college sponsored programs.
• Track submissions of required medical documentation and follow up with students out of compliance. Work with the Dean of Students Office to put holds on student accounts when out of compliance.
• Work with the Associate Director of Health Administration to manage communication and programming for EVERFI, BASICS, CASICS and with contracted providers such as nutritionist, GYN care, STD Testing and alcohol and drug assessments.
• Function as facilitator of referral paperwork between the Counseling Center and Health Services when needed.
• Support Associate Director of Health Administration with any other administrative, supply ordering, tracking or communication needs that arise. Outreach and Education Responsibilities:
• Assist in managing all aspects of outreach and education events including aiding in reservation of locations, attending meetings for events, and helping staff events.
• Create/prepare budget expense reports for outreach and education events, including researching prices of all manner of supplies and managing the purchasing in a timely nature. Additionally, assist in the preparation, organizations, counting and obtaining all manner of supplies for events. Finance Responsibilities:
• Assist with clerical duties for Counseling Center, and Student Health Services departmental budgets as requested.
• Ensure compliance with Finance Office procedures for purchasing.
• Reconcile Pro Card statements monthly. The individual should be well-organized, detail oriented with the ability to prioritize responsibilities and also have excellent people skills and comfort working with a wide variety of people from diverse backgrounds in an accepting, open and non-judgmental way. Excellent communication skills, with experience managing crises and managing communication with multiple offices, individuals and emergency services is needed. The Executive Assistant should be dependable, reliable, and have a strong ability to multitask. Discretion and protection of student/client privacy required including knowledge of HIPPA and confidentiality guidelines. Other Duties as Assigned

Minimum Qualifications:

High Schools Diploma or GED with exceptional, proven expertise and skills to accomplish all aspects of this position.

5-10 years of experience working as an Administrative / Executive Assistant in high traffic, busy offices with diverse clientele and diverse colleagues. Experience within a medical setting or confidential setting such as mental health clinic preferred.

Commitment to Social Justice Principles

Experience with the following platforms are required: Microsoft Office (Excel, Outlook, PowerPoint, Word), Google Suite, MAC and PC Computer expertise.

Preferred Qualifications:

Vocational or Technical Training, Associate’s Degree or Bachelor’s degree preferred. Focus on Administration, Human Services, or Medical setting experience.


Experience with Electronic Medical Record, specifically Titanium experience preferred.

Compensation and Benefits

Physical Demands

Some lifting and organizing required. Lifting up to 25-30 lbs intermittently for office supplies and outreach and education programming.

ADA Statement:

Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement

Wheaton is a private coeducational liberal arts college within easy
commuting distance of Boston and Providence. We have nearly 1,700
undergraduates from 40 U.S. States and more than 70 countries. Nearly 23%
of our undergraduates are U.S. students of color and 11% are international
citizens. Wheaton College is an equal opportunity/affirmative action
employer and does not discriminate against any individual or group on the
basis of gender, sexual orientation, gender identity or expression, age,
race, color, religion, national origin, veteran status, genetic
information, or disability. In a continuing effort to maintain and enrich
an intellectually diverse learning environment, the Department and the
College actively encourages applications from women and members of
underrepresented groups.

Posting Date:


Closing Date:

Open Until Filled



Office of Human Resources

Contact Phone/Extension:


Contact Email:

Contact Fax


Special Instructions to Candidates:

To prevent the infection and spread of COVID -19 and as an integral part of our public health and safety measures, Wheaton College requires that all successful applicants hired provide proof of full vaccination and one booster for COVID -19 at the time of employment, unless an exemption from this policy is requested and approved. Applicants believing that they need an accommodation of this policy because of a disability, medical condition, or sincerely-held religious belief should inform the Office of Human Resources after an offer of employment is extended.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Optional & Required Documents
Required Documents
  1. Cover Letter
  2. Resume
Optional Documents
  1. List of References

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