Administrative Manager, Counseling

Department

CSL SCS: Administration

About the Department

Student Counseling (SC) is a unit within Student Wellness, which is a part of Campus and Student Life. SC provides mental health care to eligible students and their eligible dependents. Mental health services include: diagnostic assessments; crisis assessment and intervention; individual, couples, and/or group psychotherapy; medication management; academic skills counseling; and referral services. SC staff provides consultation to University of Chicago faculty, staff, and administrators, and outreach/education to the campus community. In its care for students, SC employs a multidisciplinary team of mental health clinicians, supports a psychology training program, and serves as a training rotation site for psychiatry residents.

Job Summary

The individual in this position will work closely with the Director of Mental Health Services (MHS), the MHS Leadership team, and the MHS Administrative Project Assistant, on the daily administrative management and future planning within UChicago Student Wellness (SW). This person will perform administrative, financial, human resources, information technology, property management, and liaison support for MHS. Depending on the time of year, the daily time commitment devoted to each of these activities will fluctuate. The following is a list of responsibilities under this person's purview.

Responsibilities

• Provides confidential and high-level administrative support for the MHS leadership. Stays informed of activities relating to University programs and initiatives, apprising the leaders of issues when deemed necessary.
• Supports Student MHS Leadership team in the daily administrative operations.
• Supports the development of policies and procedures using policy management software while providing project management that ensures staff review of the policies.
• Manages new Mental Health Services employee orientation program.
• Prepares and submits quarterly night and weekend emergency call schedules for Mental Health Services leadership.
• Serves as a Mental Health Services liaison and support to wellness coordinators and wellness coordinator leadership.
• Works with and assists administrators within the Student Wellness Center.
• Coordinate and assist Student Wellness Staff with SW and MHS event scheduling/planning and set-up/tear down for meetings and events.
• Provide administrative support for MHS Staff and Leadership meetings, including preparing documents and taking meeting notes/minutes.
• Assists Director and MHS Leadership in staff recruitment efforts including organizing application process, communication with candidates and coordinating interview schedules.
• Collaborates with HR Business partner, and other UChicago staff when needed, to facilitate processes in support of MHS staff.
• Creates and ensures a smooth process for new staff to obtain computer and software access. Identifies computer software and hardware needs and ensures appropriate computer training of staff.
• Works with Director of IT, Director of SWC Operations, Director of MHS, and Project Assistant to develop standards, processes, and updates for IT support throughout the SWC.
• Manages the Mental Health Services IT support concerns from identification of the issues to the resolution of the problems.
• Collaborate with Health Promotion and Communications Staff on updating and maintaining the SW Website.
• Develops knowledge and functional understanding of the electronic medical record (Point and Click software) and serves as a first-line resource to staff who have questions.
• Assists Director of Mental Health Services in the preparation of MHS budget for Campus and Student Life.
• Represents MHS on Student Wellness Center ad-hoc and standing committees/meetings in Mental Health Services and Student Wellness.
• Works with MHS and SW leadership to ensure that confidentiality and privacy standards are met by MHS staff.
• Prepare special reports and summaries, assist in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Coordinates special projects as directed by the leadership. Prepares write-ups for recommendations for operational and administrative problems. May manage a portion of the leader’s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typica