Careers at RMU

Position Department: Counseling Center

Position Type: Staff Full-Time

Robert Morris University is proud to offer a safe and inclusive campus community where students, faculty, and staff can thrive and be unstoppable. Through a wide variety of programs, services, and amenities, students and employees are empowered to explore possibilities, develop passions, and master skills that will position them for success in both career and life. Reporting directly to the Director of the Counseling Center, and with secondary reporting duties to the Chief Wellness Officer, the Campus Wellness Office Manager is an instrumental role of the Campus Wellness unit, which comprise the departments and service areas of Campus Recreation, Counseling Center, Health Center, and Campus Ministry. This position is primarily responsible for coordinating and executing the daily operations of the Counseling Center, while also overseeing administrative support functions across the Campus Wellness unit. Given the fast-paced and sensitive nature of this position, the Office Manager must demonstrate a high level of confidentiality, initiative, accuracy, sound judgment, problem-solving ability, and knowledge of campus and community resources to ensure efficient and effective administrative operations.

• Counseling Center Greets all visitors to the Counseling Center in a professional, friendly, and timely manner and sets the overall tone for the office atmosphere. Directs students to appropriate resources and ensures all relevant consent and registration forms are complete.
• Manages flow of students and visitors in and out of the Counseling Center and effectively handles traffic volumes in the waiting room, while communicating sensitive information to clients and protecting clients' privacy. Maintains confidentiality at all times in accordance with ethical codes and state laws.
• Answers/screens phone calls and emails in a prompt and courteous fashion; routes calls and emails appropriately and/or communicates accurate information in a timely manner.
• Makes prompt and appropriate judgments using discretion and sensitivity when responding to inquiries, requests, and client emergencies. Responds quickly and professionally to crisis and potential emergency situations both in person and on the phone.
• Manages all aspects of client and therapist appointment scheduling.
• Coordinates and participates in staff meetings; tracks ongoing concerns and targeted areas. Assists staff with planning, coordination, and execution of various training and events.
• Manages physical space needs and maintenance requests. Reports tech problems to IT and follows up until resolved.
• Creates and maintains confidential filing systems of all clients of the Counseling Center. Ensures that charts have all necessary materials to meet state and federal regulations. Assists with auditing of charts to maintain compliance.
• Administers the Counseling Center’s electronic health record management system and maintains clinical documentation templates.
• Performs annual student mental health records purge in accordance with professional standards and guidelines (7 years).
• Develops and maintains a library of current Counseling Center forms, policies and procedures manuals, and department marketing materials. Ensures all documents, postings, and website publications are up to date.
• Manages Counseling Center data on all appointments, client demographics, CCAPS psychological symptoms assessments, client surveys/questionnaires, service utilization, and event participation.
• Compiles and reviews data for accuracy of information. Generates reports in a timely manner for internal and external uses.
• Administers monthly satisfaction surveys to randomly selected student clients; compiles valuable quantitative and qualitative data for use in reporting and department needs assessment.
• Campus Wellness Provides varied administrative support for the Campus Wellness unit, as needed.
• Manages assigned projects and tasks, collaborates and delegates to administrative support staff, as needed.
• Monitors the Campus Wellness email account and phones, responding to and routing messages accordingly.
• Routinely checks Campus Wellness website and departmental pages for accuracy of information, specifically at the beginning and end of each semester, and coordinates with marketing and communications staff to make necessary updates.
• Coordinates or assists with event, travel, and accommodation arrangements for guests and select staff, including purchasing and tracking of related expenses.
• Arranges meetings and accommodations for various Campus Wellness unit functions, including recurring staff meetings, special events, and stakeholder collaborations.
• Co-Manages calendars for the Chief Wellness Officer, including individual appointments, group meetings, and shared calendar displaying signature programs, special events, and employee work status information.
• Coordinates with appropriate University departments to produce and publish annual and recurrent reports. (e.g. Campus Wellness End-of-Year Report, RMU Biennial Report, Grant-Funded Progress/Impact Report)
• Tracks and maintains accurate PTO balances of Campus Wellness full-time staff, working closely with Office of People and Culture office admin to ensure consistency.
• Manages or assists with various purchases and projects for departments within the Campus Wellness unit.
• Performs cost estimates, obtains quotes from vendors, generates purchase orders, processes department invoices, and other actions as required.
• Manages University purchasing card transactions, obtains proper receipt documentation, and accurately codes expenses in payment tracking software.
• Maintains detailed budget spreadsheets for designated cost centers and any grant-supported funds; performs monthly review of financial reports to ensure all expenditures and account balances match; works with assigned Accounting Project Manager to resolve any discrepancies.
• Serves as a liaison to vendors and external agencies requiring payment and maintains accurate, up to date records.
• Works with IT and HR to set up accounts, office space, and access to equipment for new employees, graduate assistants, and interns.
• Works closely with various departments across campus to ensure compliance and adhere to University policies and guidelines.
• Performs other duties as assigned, including occasional work outside of normal business hours in support of signature programs or to provide administrative assistance in response to urgent campus matters.

• Associate’s or bachelor’s degree preferred.
• A minimum of 3-5 years of previous office manager experience required, preferably in a health services office and/or higher education setting.
• Experience with printer/copier/fax machines and multi-line phone systems.
• Strong understanding and commitment to confidentiality and integrity.
• Professionalism, relationship management, and excellent customer service skills.
• Strong problem solving skills and adaptable leadership; ability to lead or be led in different situations.
• Ability to deal calmly and effectively with and/or regarding distressed students, families, and others.
• Ability to work both independently and in teams, while balancing priorities of multiple projects, needs and schedules.
• A collaborative, student-centered, community of care approach is essential.
• Detail oriented with strong organizational and oral/written communication skills.
• Ability to work effectively with frequent interruptions.
• Working knowledge of Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and Adobe; willingness to develop computer skills, adjust to other updated technology and grow professionally as required.
• Comfort with utilizing, and ability to learn, various technologies/softwares for business and operational functions.

Exemption Status: Exempt

Act 153 Clearance Required: No

Required To Pass a Motor Vehicle Report Check (If driving on behalf of the University): No

Required to Pass a Credit Check: Yes

Additional Posting Information: None

Special Applicant Instructions: None

RMU complies with all applicable federal, state and local laws and provides equal opportunity in all educational programs and activities, admission of students and conditions of employment for all qualified individuals regardless of race, color, sex, religion, age, disability, sexual orientation, or national origin.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please email humanresources@rmu.edu or call us at (412) 397-6270 if you require a reasonable accommodation to apply for a job or to perform your job.