Clinical Services Center Office Manager
JOB TITLE: Clinical Services Center Office Manager
DEPARTMENT: Counseling, Rehabilitation, and Human Services
APPOINTMENT PERCENTAGE (FTE): .50 FTE
ANTICIPATED START DATE: August 23, 2021
Essential Job Functions and Responsibilities
50% Management of the Clinical Services Center (CSC)
- Responsible for clerical operations of the CSC and successful coordination of the CSC/Counseling Process Laboratory areas and related activities.
- Interview, select, train, and supervise state payroll and /or work study employees.
- Train CSC graduate assistants on policies and procedures of the CSC functions.
- Coordinate and supervise the integration of scheduling the CSC/CPL area including all staff and students.
- Coordinate and monitor the work flow and related activities of graduate students and staff providing services to the public.
- Develop and maintain accurate office systems and initiate requests of and maintenance of CSC office and laboratory supplies and equipment.
- Coordinate and maintain proper handling of the extensive audio and video equipment used by staff and students associated with the CSC and CPL lab.
- Initiate and/or prepare various reports, client billing procedures, requisitions, forms, etc.; request and receive information from various university offices as necessary; keep current with university procedures and regulations.
- Conduct CSC intakes from potential clients in-person and over the telephone, following strict confidentiality guidelines.
- Organize and maintain confidentiality of all clinic records.
- Remain current on CSC electronic records program and help train students in the use of the program.
40% Collection and recording of fees, and coordination of CSC billing and accounting procedures
- Collect, record fees, and process general operations receipts.
- Prepare and develop specific reports pertinent to the CSC budgets as requested.
- Recommend annual and long-range budget items.
- Work directly with the CSC Director in maintaining the most effective and efficient means of operation.
- Develop and maintain an efficient billing process.
- Maintain a working relationship with other budget offices on campus.
- Maintain and supervise confidentiality and security of financial and client records.
- Maintain an up-to-date manual detailing budget procedures.
10% Miscellaneous duties as assigned
- Maintain a current working knowledge of Microsoft Suites, and other campus programs needed to carry out this position.
- Maintain clinical and student records in accordance with the Public Records Law and guidelines.
- Respond to requests for clinical records from outside agencies in a manner consistent with legal and ethical guidelines.
- Attend trainings for software and other professional development as offered on campus.
- Comply with recognized environmental health and safety practices.
- Perform other duties as assigned.
- High school diploma or GED equivalent
- Effective verbal and written communication skills.
- Excellent judgment including sensitivity to personal and confidential information.
- Working knowledge of desktop hardware and standard business software programs (e.g., Microsoft Office Suites) and use of the Internet.
- Related Associate’s degree or work experience.
- Experience working in an office environment.
- Customer service experience.
- Experience in a higher education environment.
The University of Wisconsin-Stout offers a rich, dynamic, and collaborative environment in which to work and grow. A member of the University of Wisconsin system, UW-Stout is unique within the University of Wisconsin System--it is named after its founder, James Huff Stout, and holds the distinction of being Wisconsin’s Polytechnic University, a designation which highlights our combination of applied learning, real-world experiences, and an integrated liberal arts foundation.
UW-Stout offers 47 undergraduate and 23 graduate degrees, including 21 masters and 2 advanced degrees. The current enrollment is approximately 8,000 students. The UW-Stout campus community enjoys opportunities for cross-disciplinary collaboration, state-of-the-art facilities, and a modern digital environment. UW-Stout values innovative approaches to solving problems in society and industry and encourages collaboration within and across disciplines and professions.
The university is on a beautiful campus in Menomonie, situated in western Wisconsin, 60 minutes east of Minneapolis-St. Paul on Interstate 94. Located in the scenic Chippewa Valley region with a population base of more than 200,000, Menomonie is a city of more than 16,400, surrounded by lakes, streams, and woodlands. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community
Facts and data about the university: https://www.uwstout.edu/about-us/meet-our-leadership/institutional-accreditation/fact-book
The normal work schedule for this position will be determined by the successful candidate and the supervisor.
The minimum starting salary is $14.83 per hour. The hourly rate for this position is based on experience and available budget. A six-month probation is required.
As an equal employment opportunity and affirmative action employer, UW-Stout is committed to inclusive excellence and is actively seeking applications from individuals from diverse groups; veterans and individuals with disabilities.
Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources team. Employment is also contingent upon the final candidate passing a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.
A successful candidate must have authorization to work within the United States as required by the Immigration Reform and Control Act of 1986. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and maintain work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office at 715.232.1279.
In response to a public records request, the University of Wisconsin System will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).
For campus safety information and crime statistics visit:
Screening of applications will begin 7/29/2021 and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. on 7/28/2021.
Your online application will not be considered complete until all required documents are attached, and all required fields are completed. Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.
Please be sure you have included the following documents:
- Cover letter specifically addressing how you meet the minimum and preferred qualifications
- Current resume
- Names and contact information for a minimum of three professional work references
It is the policy of UW-Stout to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.
Frequently asked questions (FAQs) about our online application system are available via:
For question regarding this position or recruitment, please contact:
Search Chair: Candice Maier
If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:
Search Coordinator: Renee Eide
Job Family: Staff
The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Fall 2021. Job duties and responsibilities will remain the same. For more information please visit: https://www.wisconsin.edu/ohrwd/title-and-total-compensation-study/