What are the responsibilities and job description for the Office Manager for the Counseling Center (40 Hours/11 Months) position at Dr. Robert K. Jabs School of Business?
Summary
The Office Manager for the Counseling Center will assist the Director of the Counseling Center in furthering the mission of the Counseling Center. This position will oversee the department’s administrative operations, personnel, financial processes, and technology systems.
Essential Duties And Responsibilities
Include the following. Other duties may be assigned:
Directly supervises the Counseling Center Secretary, Receptionist, and student worker(s). Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; disciplining employees; addressing complaints and resolving problems.
Other Knowledge Skills And Abilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and ability required.
WORK ENVIRONMENT: The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. Work is normally performed in a typical interior/office work environment, with minimal exposure to health or safety hazards.
Education and/or Experience
Bachelor’s degree (B.A.) or equivalent; or four to ten years’ related experience and/or training; or equivalent combination of education and experience.
The Office Manager for the Counseling Center will assist the Director of the Counseling Center in furthering the mission of the Counseling Center. This position will oversee the department’s administrative operations, personnel, financial processes, and technology systems.
Essential Duties And Responsibilities
Include the following. Other duties may be assigned:
- Manages the overall administrative operations, procedures, and workflows of the Counseling Center.
- Provide administrative support for the Director of the Counseling Center.
- Manages department spaces, appearance, organization, inventory, supplies, and office equipment.
- Manages the department’s financial operations, purchasing, payroll and budget tracking, expenditure reporting, and fiscal stewardship and supports budget planning.
- Manages and maintains technological platforms including client scheduling systems, department website(s), and departmental programs.
- Manages department scheduling, client scheduling processes, and front desk operations including phone calls, walk-ins, and other responsibilities.
- Manages operational and clinical utilization data, prepares reports, and supports departmental assessment and strategic planning workflows.
- Supervises, manages, and trains the Secretary and Receptionist for the Counseling Center.
- Manages the recruitment, hiring, onboarding, training, supervision, and performance evaluation of Counseling Center Graduate student workers and front desk student workers.
- Manages onboarding, offboarding, payroll processing, and personnel-related records for Counseling Center staff and clinicians in collaboration with University Human Resources.
- Provide leadership and oversee the representation for the Counseling Center for various campus events, departmental marketing, outreach, presentations, and communications. Manages collaboration with cross-departmental partnerships, projects, and initiatives with other university departments and external vendors. Presents a positive, supportive image of the Counseling Center, California Baptist University, and Christian Higher Education.
Directly supervises the Counseling Center Secretary, Receptionist, and student worker(s). Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; disciplining employees; addressing complaints and resolving problems.
Other Knowledge Skills And Abilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skill, and ability required.
- Demonstrated ability and willingness to live and uphold the University’s Christ-centered mission and values.
- Ability to maintain confidentiality.
- Skill in the use of personal computers and related software applications.
- A thorough knowledge of Business English and arithmetic; general office methods, procedures, and practices.
- Ability to plan, develop, and coordinate multiple projects.
- Ability to read and write at a level appropriate to the duties of the position.
- Ability to gather data, compile information, and prepare reports.
- Strong organizational skills and detail-oriented.
- Knowledge of standard budgeting and expenditure control procedures and documentation.
- Ability to interpret, adapt, and apply guidelines and procedures.
- Strong interpersonal and communication skills and the ability to work effectively with a diverse clientele, staff, and student body.
- Ability to make administrative/procedural decisions and judgments.
- Ability to create, compose, and edit written materials.
- Excellent telephone courtesy knowledge and experience.
WORK ENVIRONMENT: The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. Work is normally performed in a typical interior/office work environment, with minimal exposure to health or safety hazards.
Education and/or Experience
Bachelor’s degree (B.A.) or equivalent; or four to ten years’ related experience and/or training; or equivalent combination of education and experience.