Office Manager

DepartmentCounseling Center Office

Position Summary

This position is designed to provide administrative support to the Director and 8-12 staff clinicians, by performing a variety of basic support activities. Duties include greeting and scheduling diverse clients, ensuring their connection with clinicians, and referring them to various campus resources; extensive telephone coverage which includes screening calls, taking messages, referring crisis clients promptly to therapists for clinical intervention, and confirming appointments; demonstrating knowledge of confidentiality rules, policies, and emergency procedures of the Center; assisting with the filing and retrieval of client files and record keeping, maintaining strict HIPAA and ethical guidelines on confidentiality; completing and processing a variety of forms and correspondence; completing and processing the proofing and copying of these documents for authorized signatures; assisting with marketing and publicity for the Center and using Microsoft Office Suite software for a variety of Center functions. This positions also assists in the training and supervision of staff on Center administrative procedures and policies as well as scheduling and administrative support for the executive director. It has responsibility for management of the Center’s front office and storage rooms.

Within the Division of Student Affairs, we strive to create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. Rather, it requires critical inquiry and dialogue and a commitment to action. We strive to provide a foundation for all community members to achieve personal and professional success.

IND208

Duties/Responsibilities

50% - Manage administrative operations of the office

• Providing excellence in customer service
• Manages Titanium schedules for client check in and appointments
• Oversee front office flow and coverage
• Greeting clients, extensive telephone coverage, messages, confirming appt’s
• Manages front office, copy room, and storage rooms
• Assist with correspondence and maintain calendar and appointments
• Maintain records and handles data entry
• Maintain confidentiality of records and other pertinent information
• Supports records requests
• Maintains and orders supplies – with approval
• Help keep a list for supplies needing to order; submit work orders
• Building management, coordinate with building maintenance
• Hardware/technology/tech issues, trouble shooting, helpdesk ticket submission
• Emergency/safety management
• Oversee digital signage, as available
• University calendar (Trumba) entries, as needed

30% - Provides administrative support for Director and CC Leadership, including Clinical, Training, Outreach, and Professional Development programming

• Provides direct administrative support to Director, including maintain Director’s schedules, Budget spreadsheets, MSU events calendar, and special projects.
• Supports Training activities and events with data collection, report writing, supply ordering, scheduling, evaluations for APA or DCT’s.
• Supports Clinical data collection with Satisfaction Surveys, reports, etc.
• Supports Outreach events with supplies, schedules, reservations, data reports
• Takes minutes during staff meetings

15% - Provides logistical support for Counseling Center events, special projects, and initiatives.

• Collaborating with department staff to manage and plan regular / special events – handling logistics, scheduling, ordering, to support workshops, conferences, trainings, retreats, open houses, professional development, etc…
• Website edits/changes
• Client Satisfaction surveys – Qualtrix

5% - Other duties as assigned. 

Required Qualifications

• Bachelor’s Degree or equivalent professional medical/health setting administrative experience
• Experience providing customer service in a professional and/or health care environment.

​​Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meet ALL required qualifications.

Preferred Qualifications

• A Bachelor’s Degree in any of the Arts and Social Sciences; Social Work, Business or Health Sciences
• Experience providing customer service in a health-related field
• Experience with computer scheduling software, and/or electronic health records
• Experience with health/psychological scheduling software systems
• Experience with handling client confidentiality
• Experience working with a diverse client community
• Bilingual in Spanish/English preferred
• Experience working in situations with high intensity and high risk

Work Hours

• Full-time, 40 hours per week, Exempt
• Monday through Friday, 7:45 a.m.-4:45 p.m. 
• Evenings and Weekends: Rarely
• This position is a 100% in-person role
• Travel: N/A

Instructions to Apply

For full consideration, please submit the following documents:

• Resume
• Cover letter describing relevant job experiences as they relate to listed job qualifications and interest in the position

Official transcripts will be required of the candidate selected for hire. 

If you are an Internal applicant, please apply via the Career tab within the WorkDay Menu

​​Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meet ALL required qualifications.

Closing Date

Open Until Filled

Posting RepresentativeCarlos Alcala

Posting Representative Email[email protected]Benefits

The University’s benefits package is comprehensive and offers medical, vision and dental, free RTD pass, tuition reimbursement, as well as a life and supplemental insurance plans, retirement plans and other programs, such as access to a long-term disability (LTD) plan. Visit MSU Denver’s benefits website to learn more.

For a brief overview, please see: https://www.msudenver.edu/wp-content/uploads/2024/01/MSU-Benefit-Summary.pdf. 

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at [email protected].

Diversity Statement

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 58% first generation students and over 50% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.