Office Manager Community Counseling Service Job San Antonio area,Texas USA,Administrative/Clerical

Office Manager Community Counseling Service

On a foundation of faith, wisdom and trust in Divine Providence, Our Lady of the Lake University (OLLU) empowers graduates to transform their communities, families, and professions. Founded in 1895 by the Sisters of Divine Providence, OLLU stands as San Antonio's oldest regionally accredited institution of higher learning. A private, Catholic university, it currently enrolls approximately 1,800 students across undergraduate and graduate programs.

With its main residential campus in San Antonio and additional locations in Houston and the Rio Grande Valley (La Feria), and online programs, OLLU extends its mission across Texas, the border region, and the nation.

Academic Programs

OLLU offers a rich academic portfolio of more than 30 undergraduate majors and minors, 14 master's programs and three doctoral programs. Courses are delivered through diverse formats to support traditional and non-traditional students alike.

Job Description:

Job Summary:

Provides administrative support to the Director of the Community Counseling Service and to oversee office activities.

Performance Metrics:

Must maintain the highest levels of Confidentiality
-At all times
Must greet students and clients with respect and professionalism at all times
Must manage Clinic operations, including ordering billing and logistics

Essential Functions:

1. Performs receptionist duties in the office of CCS such as greeting visitors, answering telephone inquiries and routing incoming calls and checks voicemail to return inquiries. Checks in clients and makes appointments/return appointments. Crisis calls are monitored and directed appropriately.
2. Assists the Clinic Director with day-to-day operations of the Community Counseling Service.
3. Inventories and prepares requisitions for Supervisors, Students, Graduate Assistants with equipment and office supplies. Liaison to the Help Desk for technical difficulties; computers and printer.
4. Performs data entry tasks. Administers access to Titanium for all Users.
5. Prepares and updates the CCS budget report.
6. Prepares PO's for monthly billing to various accounts.
7. Reviews service receipts and prepares bank deposits of client service fees.
8. Maintains contracts to insurance companies. Quarterly updates the CAQH credentialing for all insurance companies.
10. Maintains continuous inventory of office supplies and supplies Clinic with needed materials.
11. Assists with the supervision/training of Graduate Assistants.
12. Coordinates virtual teletherapy appointments.

Additional Responsibilities:

1. Prepares Practicum Packets for students each semester.
2. Prepares clinic for teams each semester:
- a. Orders name tags
- b. Maintains Teams in My Outcomes.
- c. Organizes Teams at the Community Counseling Service Center schedules for students each semester.
- d. Checks Student Hour Logs each semester.
3. Supports Graduate Assistants:
- a. Hires and interview for Graduate Assistants
- b. Trains and Supervise GA's.
- d. Provides Graduate Assistants access to Titanium and the CCS email which is then maintained and supervised.
- e. Schedules and budgets for the allotted GA's for CCS.
- f. Maintains the Performance Evaluations for each Graduate Assistant each semester.
4. Serves as first point of contact when subpoenas are issued.
5. Distributes client intakes, schedules appointment and sets fee.
6. Inputs client demographic data into Titanium/Teams.
7. Facilitates the evaluation process at the end of each semester.
8. Delivers mail and checks Post Office on campus for mail.
9. Liaison with Lessor of the building. Arranges for pest control, light outages, housekeeping issues and damages to property.

Knowledge, Skills, and Abilities:

1. Maintains confidentiality- demonstrates respect and compassion
2. Effective oral and written communication skills.
3. Proficiency in the use of relevant office computer applications.
4. Ability to prioritize and organize multiple, simultaneous projects.
5. Ability to perform tedious tasks and other work with precision and accuracy in a timely manner.
6. Ability to use office equipment, such as copy machine, printers, fax machines, etc.
7. Knowledge or mental health billing a plus.

Requirements:

1. Two years of experience in a secretary or an administrative assistant role. (Substantial related billing experience may be considered in lieu of secretary or admin support experience.)
2. Mental health billing experience strongly desired.
3. 60 college credit hours preferred.

Additional Information:

Employment with Our Lady…