Office Manager, CPS

Office Manager, CPS

US-NJ-Princeton

Job ID: 2023-16173
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Office Manager serves as the interface for the Director’s office, working closely with the Director in all administrative aspects of CPS administrative functioning. The Office Manager must anticipate the Director’s work needs and utilize an appropriate degree of authority and responsibility in responding to request, delegating tasks to others, maintaining electronic and paper records and documents, initiating projects and conducting research and data gathering as needed.

University Health Services (UHS) at Princeton University is a fully accredited (Accreditation Association for Ambulatory Health Care, or “AAAHC”) health care facility. Located in the McCosh Health Center, the Caldwell Field House, and Dillon Gym, UHS provides comprehensive health services to more than 7,500 Princeton undergraduate and graduate students, and specialized services to Princeton University faculty, staff, and employees who experience work-related injuries and illnesses, or who require consultations regarding international and travel medicine.

UHS’s mission is to enhance learning and student success by advancing the health and well-being of our diverse University community. This mission is pursued and supports the University’s purpose by using current knowledge of health and human development to guide responsive, high quality clinical, prevention, and consultation services.

UHS’s values are Respect & Compassionate Care; Integrity & Service Excellence; Collaboration & Innovative Solutions; & Engagement & Lifelong Learning

UHS hires individuals of all backgrounds. We build on our staff’s diversity--recognizing, valuing, and appreciating the different perspectives, talents and energy of all. UHS invites all its employees to make a valuable contribution in this regard. We firmly believe that being an inclusive and culturally responsive community is one of the foundations of a vibrant, relevant organization. We aspire to develop the mindsets, knowledge and abilities to build equitable and inclusive systems, teams and culture.

Responsibilities

Administrative Management (66.64%)

Director’s Schedule and Work Flow (16.6 %)

Maintains and manages the Director's complex schedule and frequently changing calendar Coordinates meetings and clinical appointments. Since the Director has a significant clinical and supervisory role in CPS in addition to an administrative role within and outside UHS, appropriate scheduling requires the ability to prioritize competing demands and make informed, independent, and timely decisions while meticulously ensuring accuracy and practicality of the schedule. An understanding of clinical and administrative issues is essential for such prioritization. Prepares and compiles appropriate information in a timely manner to ensure that the Director has the requisite materials available as needed and is able to meet multiple needs

Meetings and commitments (16.66 %)

Assists and supports the Director to accomplish objectives and meet deadlines and commitments within CPS, within UHS, within the University, and outside the University). To accomplish this, the Office Manager Maintains schedules of standing meetings Identifies, prepares, and compiles materials for meetings Creates the agenda for meetings in consultation with the Director Develops ad hoc work groups and meetings on the behalf of the Director Takes and publishes minutes; takes and compiles notes; determines task allocations for CPS staff; and follows up on delegated tasks.

Project and Task Management (16.66 %)

Oversees the implementation of CPS departmental administrative projects as developed by the Director, demonstrating process management skills. Keeps track of deadlines; establishes priorities; manages and schedules sub-tasks and projects; delegates tasks to others; and maintains oversight and takes tasks and projects to completion. Shows initiative and is able to initiate projects to assist the Director (such as initial completion of surveys, gathering data for reports, literature search for certain topics, collection of previous materials related to a project, communicating with collaborating parties to gather initial information, etc.) and assists in completion.

Human Resources (16.66 %)

Performs a variety of sensitive personnel related Human Resource functions to assist the Director and must be well versed in HR, CPS, and UHS policies and procedures. These functions include but are not limited to hiring of new staff.

Operations (16.66 %)

Provides oversight over the administrative aspects of the clinic ensuring that the clinic maintains the highest standards in the quality of care it provides by. Monitors growth trends and demand oscillations and keeps the Director apprised in a timely manner regarding all key metrics that guide decision making and reporting activities.

Financial Management (16.70%)

Manages and reconciles CPS expenses, prepares forecasts, tracks expenses, reports on budget performance to the UHS Finance Manager, and maintains accurate accounting records.

Performs other duties as assigned

Qualifications

Essential Qualifications

Bachelor’s degree Four to six years of prior work experience in a similar position Excellent knowledge of Microsoft Office suite of applications (Word, PowerPoint, Excel, and Access), e-mail (Outlook), web browsers (Explorer).

Preferred Qualifications

Additional masters level training in the mental health field (MSW or equivalent) or business administration or healthcare administration Experience in a university counseling and psychological services setting

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

PI200650690