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Our client, a higher education institution located on the Upper West Side, Manhattan, is seeking a Temporary Department Administrator to support their Counseling Services department. This position will start ASAP and last for 2months with flexibility to extend. This person will be in the office 5 days/week. Hours are Monday-Friday, 9:00am to 5:00pm.

Responsibilities:

• Administrative:

• Manage staff schedules, administrative staff's time-off requests, and work-study student assignments.
• Oversee patient appointment scheduling and adjust staff schedules to meet service demands.
• Manage the Electronic Medical Records (EMR) system, including account setup, troubleshooting, and ensuring smooth operations.
• Coordinate outreach events with the Outreach Coordinator and assist with ordering supplies and promotional materials.
• Oversee front desk operations, improving patient communication and flow in collaboration with administrative staff.
• Coordinate Aetna insurance referrals for student mental health coverage.
• Maintain professional credentialing records and ensure compliance with accreditation standards (AAAHC).
• Assist in reviewing and revising office policies and procedures to ensure ongoing accreditation compliance.
• Act as the first responder for student or parent concerns, consulting clinicians or the Clinical Director when needed.
• Serve as a liaison to Human Resources.
• Coordinate with campus offices such as the Deans, Residential Life, and Community Safety on relevant issues.
• Oversee office supplies, facility maintenance, and work with Facilities on physical repairs.
• Support the Director in emergency preparedness and outreach activities.
• Liaise with the College's IT department to maintain staff computers and technical equipment.
• Manage the Counseling Center's electronic health record system.
• Oversee the implementation and maintenance of telehealth or hybrid service platforms as needed.
• Financial:
• Manage the operating budget
• Handle financial tasks such as check requests, purchase orders, petty cash, and staff reimbursements.
• Oversee student scholarship Wellness Funds, coordinate provider copays, maintain records, and producing utilization reports.
• Assist the Clinical Director in preparing and reconciling the annual budget and create monthly and annual financial reports.
• Manage departmental credit card purchases and vendor/consultant documents.

Qualifications:

• Bachelor's degree required.
• 3-5 years of office management experience, preferably in mental health or healthcare.
• Experience managing budgets and financial records.
• Knowledge of mental health legal and ethical guidelines, including confidentiality and record-keeping.
• Strong communication and interpersonal skills, with the ability to manage staff, students, and parents in a high-pressure environment.
• Proficiency in office software (e.g., word processing, spreadsheets, databases, internet tools).
• Excellent organizational skills, with the ability to prioritize tasks and ensure smooth daily operations.
• Ability to respond as a support to crisis situations.

Compensation:

• DOE up to $22/hr

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