The Office Manager provides primary support for the Director and Associate Director of Health Services. In addition, the Office Manager is responsible for the daily administrative operation of Health Services providing general administrative support which includes acting as office manager and as the key support staff to the clinicians.
Babson Health and Wellness: The Health and Wellness portfolio in the Division of Student Affairs includes Health Services, Counseling and Psychological Services (CAPS), Wellness & Prevention Services, the Peers On Wellness (POW) peer health education program, Religious & Spiritual Life, and the Campus Assessment, Response, & Evaluation (CARE) Team. We provide collaborative, evidence-based, and culturally inclusive health and wellness services that promote a healthy and safe campus community. We offer prevention and education initiatives, confidential intervention and treatment services, pastoral care, and student-centered advocacy to address undergraduate and graduate students’ mental, emotional, physical, spiritual, and social well-being.
Serves as the primary support person for the Director and Associate Director of Health Services as well as general office support for the clinicians.
Acts as office manager for Health Services which includes developing and maintaining operating practices such as record keeping systems, forms control, and creating new systems and/or revising established procedures that ensure the smooth and efficient functioning of the office.
Works with vendor of the Electronic Medical Records (EMR) database regarding any technical issues that clinicians and patients are experiencing; serve as the point person working with Electronic Medical Record (EMR) vendor and ITSD.
Responsible for scheduling and maintaining appointments in the Electronic Medical Record (EMR). Responsible for maintaining the schedule ensuring that holidays and vacations are appropriately blocked off, along with staff and clinical meetings.
Opens and forwards mail. Handles follow-up as appropriate; answers phones; screens calls, takes messages, routinely provides a variety of information to callers; writes and types correspondence, reports and other materials for own or supervisor’s signature. Proofreads and edits copy generated by supervisor and others.
Monitors and maintains the Health Services email account.
Responsible for interviewing, selecting, training and evaluating student assistants.
Sets up travel arrangements for department staff.
Responsible for monitoring and assisting with the budget preparation and record keeping which includes processing all expense reimbursements and budget transfers for staff; and monitoring and assisting with budget tracking, quarterly budget reports, and budgeting priorities in all areas.
Responsible for ordering and maintaining office supplies as needed.
Maintains supervisor’s calendar as needed including making sure that both the EMR and Outlook calendars for the Director and Associate Director are integrated. Provides assistance in scheduling administrative meetings for clinical staff, as needed.
Responsible for planning and arranging logistics for meetings and special events.
Works with outside vendors.
Serves as liaison between students, Student Financial Services and University Health Plans; manages distribution of insurance cards and returns.
Monitors and updates the Health Services website as needed.
Assumes additional responsibilities as required.
Student Assistants (1-5)
Minimum Level of Education Required:
Minimum Level of Education Required Associate’s Degree required with equivalent experience
Position Knowledge/Skills & Abilities Requirements:
A minimum of 3-5 years of experience working in a medical office setting.
Must have excellent typing, editing, and proofreading skills.
Must have strong interpersonal and communication skills, and must be able to maintain a high degree of confidentiality at all times.
Thorough knowledge of Microsoft Office (Word, Excel, Power Point, etc.) is necessary.
Ability to effectively interface with students, faculty, staff, and visitors.
Ability to envision and propose new methods to perform tasks that support Babson’s Entrepreneurial Thought & Action mindset; takes thoughtful risks; and accepts new and ongoing initiatives, objectives, and solutions to gain sought-after results.
Ability to anticipate and embrace change; demonstrates willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.
Ability to successfully perform multiple tasks and balance multiple priorities is essential.
Must have strong organizational skills with the ability to appropriately prioritize tasks and adjust to changing priorities constantly.
Ability to take initiative and complete tasks with minimal supervision.
Must have strong supervisory skills.
Additional Required Skills and Abilities:
Bachelor’s Degree strongly preferred
CPR certification BLS provider (CPR and AED)
Interested candidates should apply via our website https://babson.wd1.myworkdayjobs.com/Staff
We are an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic. The EEO is the Law poster is available here. Babson College is committed to enhancing diversity and inclusion across all levels of the College. Candidates who believe they can contribute to this value are strongly encouraged to apply.