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Health and Counseling Office Manager

Employer
Anna Maria College
Location
Massachusetts, United States
Salary
Salary Not Specified
Date posted
Nov 30, 2022

Job Details



Department: Health & Counseling

Job Type: Full Time

AMC Health and Counseling Services seeks an in-person Office Manager for their busy urgent care and counseling center. The Office Manager is responsible for providing day-to-day operational and administrative duties, responding to incoming referrals and appointment requests. This position is a highly visible, forward-facing position that is comprised of scheduling, organizational, and clerical duties as well as supporting outreach programming initiatives. This is a full time, 10-month position.

Administrative and Clerical
  • Perform general receptionist functions including answering phones, greeting students, guests, and vendor deliveries upon arrival in a timely and professional manner during the operational hours of 8:30am-4:30pm
  • Strong, supportive interpersonal skills to ensure all guests feel welcome
  • Excellent multi-tasking skills, commitment to workplace honesty, integrity, teamwork, collaboration and professional ethics
  • Assist walk-in appointment inquires and triage referrals, ensuring that students are handed off safely to a clinician when necessary
  • Input and manage appointment scheduling through Titanium EHR (counseling) and Medicat (health), including consulting with clinical staff to determine appointment availability
  • Participate in weekly planning meetings
  • Manage and maintain centralized databases and common files, including paper and electronic documents and files
  • Prepare Quest Lab requisitions for send out testing
  • Assist with monthly and annual reports utilizing Medicat and Titanium to track clinic usage and maintain compliance
  • Order and manage office supplies, including medical supplies
  • Partner with IT Support to manage technology issues; Connect with Facilities to address related needs and requests
Programming and Outreach
  • Assist with coordinating campus wide wellness outreach events and creating promotional materials as needed under the direction of clinical staff
  • Collaborate with campus partners to provide and obtain effective communication as needed
  • Explain BetterMynd, MindLyte, and Pathways programs to students for support with counseling services
  • Create and update bulletin boards and accompanying brochures regularly with clinical staff guidance
  • Contribute to sustaining and enhancing an inclusive working and learning environment
Student Affairs Duties
  • Provide administrative support to on campus health and wellness clinics, ie: vaccine clinics
  • Key participant of the COVID Response Team – contact tracing, provide information and telephonic monitoring of students. Track results and status on students and employees as needed. Point person for cross campus/inter-campus communications
  • Maintain knowledge related Title IX, FERPA and HIPAA regulations and response protocol
  • Assist Health and Counseling staff with projects, such as DPH Audit reports, inventory and monthly reporting, outreach events to campus partners (materials, supplies & general coordination)
  • Other duties as assigned
Requirements:
  • Excellent communication, organizational and interpersonal skills, including the ability to prioritize tasks and tolerate interruptions to workflow
  • Proficient with use of Microsoft Office, including creation of documents and simple spreadsheets and sending and receiving information electronically
  • Willingness and ability to learn software programs for appointment scheduling and electronic record-keeping
  • Ability to respond to crisis, tolerate, and help students who are expressing strong emotion
  • Ability to manage confidential materials and maintain confidentiality of protected health information
  • Ability to work collaboratively with campus staff in supporting and serving students’ emotional, developmental, and behavioral needs
  • Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
Preferred:
  • Bachelor’s degree in Communications, Office Management, Human Services or other related field
  • Prior work experience in a college or university setting
  • Prior work experience in a mental health or healthcare setting
  • Experience with using Zoom or comparable video conferencing software
Anna Maria College is an equal opportunity employer.

Company

Anna Maria College [square]

Anna Maria College is a four-year, private, co-ed, Catholic institution, located in the heart of New England on a 260-acre campus where students are educated to become ethical leaders and community-oriented professionals.

Anna Maria College integrates a liberal arts education with real-life career preparation. The College offers a variety of undergraduate majors, as well as many graduate and certificate programs, both on-ground and online. The small student-faculty ratio allows for a highly personalized learning experience, while the modest class and campus size foster optimal student involvement, collaboration and friendships.

As a Catholic institution inspired by the ideals of the Sisters of Saint Anne, Anna Maria College educates students to become individuals who will transform their world as ethical leaders and community-oriented professionals.

Popular majors are associated with essential careers that drive social impact in communities: nursing, criminal justice, fire science, social work, mental and behavioral health, education, therapeutic arts, business, and more. The College offers an Honors Program and unique study-abroad opportunities. Anna Maria is a member of a Worcester-area College Consortium that allows students to cross-register at other Consortium colleges at no additional cost.

At Anna Maria, you can enjoy all that campus life has to offer and partake in the excitement of the Worcester area. We’re a short drive to Boston, Cape Cod, Connecticut, New Hampshire, Vermont and Rhode Island.

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