The Student Counseling Office Manager (Executive Office and Administrative Specialist 1885) provides administrative support for Student Counseling and coordinates day-to-day office operations. The position assists in supporting the mental health, wellbeing, and success of a diverse student body at the University of Minnesota Morris. American Indian students and other students of color comprise 30% of Morris students; an additional 10% are international students; over half of Morris students are first generation college students and/or from low-income households.
The Office Manager is the first point of contact for students including all potential and existing clients, clinicians,faculty, staff, and others, and must maintain a positive attitude and supportive demeanor at all times. The Office Manager’s duties are central to Student Counseling’s functioning and the best candidate will be the one who can juggle multiple tasks and priorities with ease.The position prioritizes and schedules counseling staff appointments and provides support for the triage of student calls, walk-ins, and faculty/staff referrals. The position supports the counselors; assists with campus wellbeing initiatives; hires and supervises student office assistants; maintains student records and provides for student privacy; coordinates communication, marketing and assessment processes; and coordinates the fiscal operations of the office budget. In the summer and at other times as needed, the position provides financial and administrative support for Health Service, Wellness, and other areas. This is a 100% full time 10-month AFSCME represented position reporting to the Assistant Director of Student Counseling, Health, and Wellness. The position includes a summer appointment up to 50% time.
Job duties: 1. Support of Student Mental Health Care Responsibilities
Coordinate Student Counseling day-to-day operations. With the Assistant Director and counselors, maintain and coordinate a confidential, secure and effective mental health clinic providing emotional support, personal development, and skill building for students addressing mental health concerns and crises.
Greet students arriving for scheduled appointments and walk-ins.
Provide support and triage of student calls, walk-ins, and faculty/staff referrals. Prioritize schedules (client triage) for counselors and other staff.
Support counselors as needed. Prepare files, psychometric forms, and intake forms.
Assist the Assistant Director and counselors in planning and implementing evidence based mental health and wellbeing programs, support/learning groups, wellness activities, and other events and programs.
Establish and maintain student counseling files. Facilitate processing of, communication regarding, and filing of new students’ comprehensive health histories.
Maintain a high level of confidentiality in regard to office functions and operations.
2. Office and Program Responsibilities
Assist the Assistant Director in managing the Student Counseling office and program.
Interview, hire, train, supervise and evaluate student staff. Provide development sessions with Counselors to support their understanding of the client/counselor relationship and Student Counseling’s contributions to student life at UMM.
Assist the Assistant Director in planning, coordinating and recording office retreats to provide staff development, evaluation of office practices, and identification of initiatives that will enhance the mental health and wellness of the campus community.
Work with Assistant Director and campus experts to design, maintain and support effective program communication tools as a resource for students, family members, faculty, and staff. These include the Student Counseling website, bookmarks, other printed materials, social media, etc.
Maintain a welcoming, organized, and professional office environment, including oversight of the front office, group room, displays, and waiting area. Monitor, inventory and order supplies.
Serve as initiator, purchaser, and coordinator for Student Counseling/Wellness budget areas.
Provide fiscal and office support for Health Service and other areas as needed in the summer.
Process new students’ comprehensive health history forms. Coordinate needed follow-up, student communication, and data summaries.
Develop and maintain data collection of Student Counseling usage, client evaluation and feedback, and student communication.
In collaboration with the Assistant Director and Senior Director for Student Activities, Health and Wellness, compile collected data into reports that can be used to assess Student Counseling and wellness effectiveness and provide information for program improvement.
Coordinate scheduling and implementation of national tests for UMM (e.g., ACT, LSAT, and GRE subject tests) and other tests as needed during time of program transition. Assist in coordination and implementation of Minnesota Teacher Licensure Exam (MTLE) tests.
Other duties as assigned.
The University of Minnesota Morris Office of Student Counseling seeks a Student Counseling Office Manager. This position is ten month, 40 hours per week/100% time, Monday - Friday, 8am - 4:30 pm (plus an additional summer contract for up to 50% time). This position is represented by a Bargaining Unit: AFSCME Clerical. The qualifications are as follows:
Essential knowledge, skills and abilities
High School Diploma/GED and four years of related offices experience. Training/education may be substituted for some of the years of experience.
Proficiency in computer skills.
Above average verbal and written communication skills.
Ability to work in an environment requiring the maintaining of client confidentiality.
Strong interpersonal skills, including the ability to convey warmth, empathy, and compassion.
Demonstrated appreciation of cultural diversity and the ability to work effectively with people from a wide variety of backgrounds, cultures, and experience.
Preferred knowledge, skills and abilities
Ability to project a calm, professional demeanor in a variety of settings.
Expert level interpersonal skills including the ability to exercise discretion, confidentiality, diplomacy, and good judgment in dealing with sensitive topics and varied issues.
Effective critical thinking, analytical, and problem solving skills, including the ability to anticipate and recognize issues as they arise, and the ability to make decisions independently.
Time management and organizational skills.
Demonstrated ability to work effectively in a team environment.
Experience working with budgets and Enterprise Financial systems.
Experience working with Google and Microsoft Office programs.
Experience with electronic medical records and FERPA and HIPAA records requirements.
Internal Number: 331369
About University of Minnesota, Morris
The University of Minnesota, Morris (UMM) provides a rigorous undergraduate liberal arts education, preparing its students to be global citizens who value and pursue intellectual growth, civic engagement, intercultural competence, and environmental stewardship.As a public land-grant institution, UMM is a center for education, culture, and research for the region, nation, and world. UMM is committed to outstanding teaching, dynamic learning, innovative faculty and student scholarship and creative activity, and public outreach. Our residential academic setting fosters collaboration, diversity, and a deep sense of community.