Office Coordinator

The Counseling Services seeks an in-person Office Coordinator for our Worcester campuses. The Office Coordinator is responsible for providing day-to-day office management and administration duties on the Worcester campus. This position also provides remote administrative support to our Manchester campus to manage incoming referrals and appointment requests. This position is highly visible, forward facing position assisting with scheduling, organizational and clerical duties as well as supporting outreach programming initiatives. This is a 12- month position.

Administrative and Clerical (75%)

• Perform general receptionist functions including answering phones, and greeting students, faculty, and staff upon arrival in a timely and professional manner
• Manage referral and scheduling processes including timely response to phone and email appointment requests
• Assist walk in appointments inquires and triage referrals including ensuring that students are handed off safely to a clinician when necessary
• Input and manage appointment scheduling through Titanium HER schedule, including consulting with clinical staff to determine appointment availability and participating in weekly planning meetings
• Facilitate student completion of necessary appointment forms and documents
• Ensure Counseling Services webpage is up to date and accurate and resource information is current and applicable
• Collaborate with fellow Counseling Services staff on centralization efforts to ensure that services, policies, and procedures remain equitable and consistent across campuses and implement Quality Improvement initiatives
• Attend weekly and bi weekly staff meetings and centralized staff retreats. Record minutes for staff meetings
• Manage and maintain Counseling Services centralized databases and common files, including paper and electronic documents and files
• Assist Director with monthly and annual reports, statistics and budget databases, and twice-yearly client satisfaction survey
• Order and manage office supplies and utilize the Help Desk system to manage technology and facilities related needs and requests
• Adhere to MCPHS Mental Health Emergency Protocols and support clinical staff as needed

 Programming and Outreach: 20%

• Assist with Coordinating campus wide mental health outreach events and creating promotional materials
• With the Directors supervision, creates and updates campus bulletin boards and accompanying brochures monthly
• Contributes to sustaining and enhancing an inclusive working and learning environment

Student Affairs Duties: 5%

• Participate in University-wide committees and programming/events such as Orientation, Open Houses, Commencement, and other events as requested
• Maintain knowledge related Title IX, FERPA, and HIPPA regulations and response protocol
• Assist with clinical support and travel to other campuses as needed
• Other duties as assigned by Supervisor
• Ability to work occasional nights and weekends

Required:

• High School Diploma, GED, or equivalent
• Requires a growing understanding of the educational, cultural and social needs of the domestic, first generation, adult learner and international student community
• Excellent communication, organizational and interpersonal skills. Including the ability to prioritize tasks and tolerate interruptions to workflow
• Proficient with use of Microsoft Office, including creation of documents and simple spreadsheets and sending and receiving information electronically
• Willingness and ability to learn software programs for appointment scheduling and electronic recording keeping
• Ability to respond to crisis, tolerate and help students express strong emotion
• Ability to manage confidential materials and maintain confidentiality of protected health information
• Ability to work collaboratively with University staff in supporting and serving students’ emotional, developmental, and behavioral needs
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment

Preferred:

• Certificate, Associate’ s, or higher degree in Communications, Office Management, Human Services or other related field
• Prior work experience in a college or university setting
• Prior work experience in a mental health or healthcare setting
• Experience with using Zoom or comparable video conferencing software

Physical Requirements:

• Typical office or administrative working conditions. Staff is not exposed to adverse environmental conditions. Work is primarily sedentary in nature; there are no special physical demands.
• Ability to work on campus in person and some travel to other campuses.

Apply
Please attach a cover letter and a curriculum vitae/resume. Finalist candidate(s) for this position will be subject to reference checks and a pre-employment background check as a condition of employment.

Applicants must be authorized to work for any employer in the U.S. MCPHS is unable to sponsor, or take over sponsorship of an employment Visa. MCPHS is also not an E-Verify institution.

About Us
Established in 1823, Massachusetts College of Pharmacy and Health Sciences (MCPHS) is the oldest institution of higher education in Boston, a city that is home to many of the world’s top universities and healthcare institutions. We are one of the largest and most highly-ranked schools for health- and life-sciences, and our alumni and faculty continually distinguish themselves in healthcare settings around the globe. MCPHS has more than 7000 students across campuses in Boston’s Longwood Medical and Academic Area (LMA), downtown Worcester, MA and downtown Manchester, NH. Our vision is to empower our Community to create a healthier, more equitable world, which we strive to achieve through our strategic priorities of collaboration, inclusion, success, sustainability, planning, and support.
We offer competitive salaries and excellent benefits that include a substantial contribution toward the cost of medical, vision, and dental insurance, generous time off, retirement and pension plans, and flexible work arrangements to support work/life balance for our employees while supporting the MCPHS strategic plan.

MCPHS is an Equal Opportunity Employer that celebrates a diverse community. All qualified applicants will receive consideration for employment without regard to any characteristic protected by law.