Office Manager/Administrative Coordinator

Position Department: Counseling Center Position Type: Staff Full-Time Overview: Robert Morris University is proud to offer a safe and inclusive campus community where students, faculty, and staff can thrive and be unstoppable. Through a wide variety of programs, services, and amenities, students and employees are empowered to explore possibilities, develop passions, and master skills that will position them for success in both career and life. Reporting directly to the Director of the Counseling Center, and with secondary reporting duties to the Chief Wellness Officer, the Campus Wellness Office Manager is an instrumental role of the Campus Wellness unit, which comprise the departments and service areas of Campus Recreation, Counseling Center, Health Center, and Campus Ministry. This position is primarily responsible for coordinating and executing the daily operations of the Counseling Center, while also overseeing administrative support functions across the Campus Wellness unit. Given the fast-paced and sensitive nature of this position, the Office Manager must demonstrate a high level of confidentiality, initiative, accuracy, sound judgment, problem-solving ability, and knowledge of campus and community resources to ensure efficient and effective administrative operations. Responsibilities:

• Counseling Center Greets all visitors to the Counseling Center in a professional, friendly, and timely manner and sets the overall tone for the office atmosphere. Directs students to appropriate resources and ensures all relevant consent and registration forms are complete.
• Manages flow of students and visitors in and out of the Counseling Center and effectively handles traffic volumes in the waiting room, while communicating sensitive information to clients and protecting clients' privacy. Maintains confidentiality at all times in accordance with ethical codes and state laws.
• Answers/screens phone calls and emails in a prompt and courteous fashion; routes calls and emails appropriately and/or communicates accurate information in a timely manner.
• Makes prompt and appropriate judgments using discretion and sensitivity when responding to inquiries, requests, and client emergencies. Responds quickly and professionally to crisis and potential emergency situations both in person and on the phone.
• Manages all aspects of client and therapist appointment scheduling.
• Coordinates and participates in staff meetings; tracks ongoing concerns and targeted areas. Assists staff with planning, coordination, and execution of various training and events.
• Manages physical space needs and maintenance requests. Reports tech problems to IT and follows up until resolved.
• Creates and maintains confidential filing systems of all clients of the Counseling Center. Ensures that charts have all necessary materials to meet state and federal regulations. Assists with auditing of charts to maintain compliance.
• Administers the Counseling Center’s electronic health record management system and maintains clinical documentation templates.
• Performs annual student mental health records purge in accordance with professional standards and guidelines (7 years).
• Develops and maintains a library of current Counseling Center forms, policies and procedures manuals, and department marketing materials. Ensures all documents, postings, and website publications are up to date.
• Manages Counseling Center data on all appointments, client demographics, CCAPS psychological symptoms assessments, client surveys/questionnaires, service utilization, and event participation.
• Compiles and reviews data for accuracy of information. Generates reports in a timely manner for internal and external uses.
• Administers monthly satisfaction surveys to randomly selected student clients; compiles valuable quantitative and qualitative data for use in reporting and department needs assessment.
• Campus Wellness Provides varied administrative support for the Campus Wellness unit, as needed.
• Manages assigned projects and tasks, collaborates and delegates to administrative support staff, as needed.
• Monitors the Campus Wellness email account and phones, responding to and routing messages accordingly.
• Routinely checks Campus Wellness website and departmental pages for accuracy of information, specifically at the beginning and end of each semester, and coordinates with marketing and communications staff to make necessary updates.
• Coordinates or assists with event, travel, and accommodation arrangements for guests and select staff, including purchasing and tracking of related expenses.
• Arranges meetings and accommodations for various Campus Wellness unit functions, including recurring staff meetings, special events, and stakeholder collaborations.