Administrative Manager, Counseling

Department CSL SCS: Administration About the Department Student Counseling (SC) is a part of the Student Wellness organization within Campus and Student Life. SC provides mental health care to students and their dependents who have paid the Student Life Fee. 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 Administrative Director, Student Counseling on the daily administrative management and future planning for Student Counseling (SC) administrative services. This person will perform administrative, financial, human resources, information technology, property management and liaison support for SC. 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 Supports Student Counseling Administrative Director in the daily administrative operations. Helps develop policies and procedures using policy management software and ensures staff review of the policies. Manages new Student Counseling employee orientation program. Prepares and submits quarterly night and weekend emergency call schedules for Student Counseling leadership. Serves as an SC content expert resource to wellness coordinators and wellness coordinator leadership. Works with and assists administrators within the Student Wellness Center. Assists Director and Administrative Director to recruit and hire Student Counseling clinical and administrative staff. Serves as a resource to staff to understand and comply with HR processes and regulations. Works with Administrative Director and Office of International Affairs and Legal Counsel on SC staff citizenship status, as applicable. Monitors the time approver process for all staff in Student Counseling. Creates and ensures a smooth process for new staff to obtain computer and software access. Works with Director of IT, Director of SWC Operations, Administrative Director, and Project Assistant to develop standards, processes, and updates for IT support throughout the SWC. Manages the Student Counseling IT support concerns from identification of the issues to the resolution of the problems. Develops electronic medical record (Point and Click software) content expertise and serves as a first-line resource to staff who have questions. Identifies computer software and hardware needs and ensures appropriate computer training of staff. Assists SC Administrative Director in the preparation of SC budget for Campus and Student Life. Monitors, approves, and reconciles SC budgetary spending. Works with Administrative Director on annual merit pay process for SC staff. Represents SC on Student Wellness Center ad-hoc and standing committees/meetings in Student Counseling and Student Wellness. Works with UCM and UChicago legal and privacy offices to ensure that confidentiality and privacy standards are met by SC staff. Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities. Coordinates special projects as directed by the leader. 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 typically required to have a four-year degree). --- Work Experience: Minimum requirements include knowledge and skills developed through 7 years of work experience in a related job discipline. --- Certifications: --- Preferred Qualifications Education: Bachelor’s degree. Experience: Considerable experience with office administration, management, evaluation, and project planning. Experience in a clinical care setting, counseling and/or healthcare experience. Preferred Competencies Knowledge of policy management system or ability to learn quickly. Manage competing interests in a fair and equitable manner. Demonstrated capability to work independently and collaboratively with others. Prioritize, pay attention to details, and organized. Work independently and respond to short and frequent deadlines, often with large volumes of work. Assist students, faculty, and staff with tact and diplomacy and possess a keen awareness and understanding of the importance of confidentiality. Demonstrate advanced organizational and interpersonal/communication skills both verbally and in writing. High-level problem solving. Working Conditions Clinical care setting. Can be a high-intensity work environment. Application Documents Resume/CV (required) Cover Letter (preferred) When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application. Job Family Administration & Management Role Impact Individual Contributor FLSA Status Exempt Pay Frequency Monthly Scheduled Weekly Hours 40 Benefits Eligible Yes Drug Test Required No Health Screen Required No Motor Vehicle Record Inquiry Required No Posting Statement Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward. The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination. Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form. We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange. 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