Department Administrator
Beacon Hill Staffing Group, LLC

Job Info

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Our client, a higher education institution located on the Upper West Side, Manhattan, is seeking a Temporary Department Administrator to support their Counseling Services department. This position will start ASAP and last for 2months with flexibility to extend. This person will be in the office 5 days/week. Hours are Monday-Friday, 9:00am to 5:00pm.

Responsibilities:

• Administrative:

• Manage staff schedules, administrative staff's time-off requests, and work-study student assignments.
• Oversee patient appointment scheduling and adjust staff schedules to meet service demands.
• Manage the Electronic Medical Records (EMR) system, including account setup, troubleshooting, and ensuring smooth operations.
• Coordinate outreach events with the Outreach Coordinator and assist with ordering supplies and promotional materials.
• Oversee front desk operations, improving patient communication and flow in collaboration with administrative staff.
• Coordinate Aetna insurance referrals for student mental health coverage.
• Maintain professional credentialing records and ensure compliance with accreditation standards (AAAHC).
• Assist in reviewing and revising office policies and procedures to ensure ongoing accreditation compliance.
• Act as the first responder for student or parent concerns, consulting clinicians or the Clinical Director when needed.
• Serve as a liaison to Human Resources.
• Coordinate with campus offices such as the Deans, Residential Life, and Community Safety on relevant issues.
• Oversee office supplies, facility maintenance, and work with Facilities on physical repairs.
• Support the Director in emergency preparedness and outreach activities.
• Liaise with the College's IT department to maintain staff computers and technical equipment.
• Manage the Counseling Center's electronic health record system.
• Oversee the implementation and maintenance of telehealth or hybrid service platforms as needed.
• Financial:
• Manage the operating budget
• Handle financial tasks such as check requests, purchase orders, petty cash, and staff reimbursements.
• Oversee student scholarship Wellness Funds, coordinate provider copays, maintain records, and producing utilization reports.
• Assist the Clinical Director in preparing and reconciling the annual budget and create monthly and annual financial reports.
• Manage departmental credit card purchases and vendor/consultant documents.

Qualifications:

• Bachelor's degree required.
• 3-5 years of office management experience, preferably in mental health or healthcare.
• Experience managing budgets and financial records.
• Knowledge of mental health legal and ethical guidelines, including confidentiality and record-keeping.
• Strong communication and interpersonal skills, with the ability to manage staff, students, and parents in a high-pressure environment.
• Proficiency in office software (e.g., word processing, spreadsheets, databases, internet tools).
• Excellent organizational skills, with the ability to prioritize tasks and ensure smooth daily operations.
• Ability to respond as a support to crisis situations.

Compensation:

• DOE up to $22/hr

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .

We look forward to working with you.

Beacon Hill. Employing the Future (TM)

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