Assistant Office Manager Job Listing at DePaul University in Chicago, IL (Job ID 1422)

Description

The Highlights: The Assistant Office Manager assists the Associate Director of Clinical Operations (ADCO) and the Associate Director of Clinical Education (ADCE) in day-to-day operations, management of technology systems, and serves as the primary point of contact for the clinic. The incumbent will oversee various clinic-related administrative tasks including record-keeping, data management, inventory maintenance, marketing, and customer service to ensure smooth clinic operations.

What You'll Do:

Office Management Support

• Responsible for front office functions including:
  Answers phones, provides information about the clinic, sends/receives/processes intake forms; Greets and registers clients in the clinic; Maintain a welcoming clinical environment for our clients, students and educators; Coordinates clinic schedules with clients, clinical educators and students; Manages client referrals and clinic waitlist; Schedules therapy rooms; Manages and maintains clinic recordings recordings on VALT; Manage student and supervisor compliances and requirements, and supervise student clinic workers.
• Responsible for overall office administrative support including:
  Completes administrative requests, as needed; File, retrieve, and organize client records; Coordinates facilities and technology requests; Maintains and ensures cleanliness and disinfection of family viewing room, clinic waiting room, clinic toys, materials and supplies.
• Medical/Center Records:
  Works with clinic director to maintain healthcare technology such as electronic medical records, scheduling and inventory systems; Manages clinic donations; Maintains client medical records on Clinic Note
• Supervise student workers.

Marketing and Outreach

• Manages and updates website and social media accounts; Assist in the development of promotional materials, newsletters, communications, and departmental reports; Oversees social media calendar with content created by students.

Data Management

• Disseminates and collects stakeholder surveys/data; Maintains the DePaul Speech & Language Clinic database; Enters client information into databases; Runs, creates and distributes database reports; Enters, tracks, and runs report (e.g. clinical output, clinical outcomes data etc.)
• Management of Student Compliances, Affiliation Agreements, Clinical Educator Requirements

What You'll Need:

• High school graduate.  
• Bachelor degree preferred.
• Minimum 3 years experience working in an office setting preferred, or other administrative experience. Previous office, administrative, and marketing experience required, experience in medical or social services field preferred. 
• Proficiency in producing data and narrative reports for a professional audience. 
• Must be reliable, detail-oriented and capable of working with minimal supervision.
• Should be comfortable interacting with children, adolescents, and families. 
• Familiarity with EMR's preferred.
• Bilingual in Spanish in preferred.
• Must be able to work some evening hours and maintain a flexible schedule. Must be able to work independently and meet deadlines. Must be able to work in a team environment and provide excellent customer service to all stakeholders (clients, staff, faculty, students, and the community).
   
  Perks:
• Working for a stable and well-known University that values diversity and inclusion.
• Top choice medical, dental, and vision benefits.
• Retirement plan matching contribution of 10%.
• Tuition waivers for employees and dependents.
• Generous paid time off, sick time, holidays, floating holidays, and more!
• Full-Time Benefits

 

For consideration, please include a resume and cover letter.

Diversity and Inclusion Statement:
Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi-faith, and inclusive community. We seek to hire collaborative, open-minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported.

Required Background Check:

Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.

Mandated Reporting of Child Abuse & Neglect:

Upon accepting an offer of employment with the university, you will also be required to sign an Acknowledgement of Mandated Reporter Status at the time of hire. A mandated reporter is required to make a report to the Illinois DCFS Hotline whenever there is reasonable cause to believe that a child known to them in their professional or official capacity may be abused or neglected. For more information, please visit the following pages:

Illinois Department of Children & Family Services (DCFS)  
Illinois Abused and Neglected Child Reporting Act  

DePaul University is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.

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