Well Being Administrator -Temporary - University of Massachusetts Medical School

POSITION SUMMARY:

Under the supervision of the Assistant Director and the Director of the Office of WellBeing (OWB) the OWB Administrator supports the mission of the department, coordinates and performs a full range of advanced level, complex confidential responsibilities, and administrative duties independently and with minimal direction.  The position of OWB Administrator provides a critical role for the Office of Well-Being and Employee Assistance Program and UMass Chan employees. The administrator is front facing for EAP clients by conducting the confidential triage/screening, intake process, pairing counselors with clients, monitoring safety of clients, and supporting the day-to-day financial obligations required of the office. The Administrator is critical to appropriately triage mental health crisis, substance misuse, domestic violence, and workplace crisis interventions. This position maintains staff calendars, schedules clients, meets with vendors, and processes the emergency assistance fund grant applications. This position is a central access point to interface with often emotionally distressed employees, potentially resulting in high-risk critical situations.

ESSENTIAL FUNCTIONS:

• Administers the day-to-day operations of the OWB; greets visitors, answer phones and screen calls; provides information independently and responds to complex questions.
• Ensures the OWB/EAP maintain confidential information of all clients, workplace consultations, schedules, data of all private information throughout all activities, both on and off work time.
• Provides highly confidential, sensitive, and appropriate triage for OWB/EAP clients experiencing severe crisis and/or emotional distress.
• Gathers appropriate screening information from clients: triage cases appropriately in terms of emergency priority; facilitates referral to collaborative agencies as required. Immediately relays this information to clinical staff.
• Communicates client information in timely fashion, prioritizing urgent requests and alerting clinical staff to important information such as emergencies and critical incidences.
• Schedules and arranges client appointments, meetings, interviews, events, and special activities.
• Maintain department members calendar(s)
• Prepares the Medical School annual and quarterly utilization reports for directors’ review and submission.
• Manages and processes all Emergency Assistance Financial Grant applications.
• Assists in the development and preparations of the department's annual school budget reporting significant variances and trends, recommending corrective action, and providing forecasts to the Director for submission to the Budget Office.
• Creates bimonthly Summit reports for review and approval of department of finances by Director. Reviews expense reports. Submits voucher forms with appropriate receipts and information for reimbursement
• Research and process expenditure documents including expense reports, vouchers, consulting contracts, purchase orders; ensures that all proper signatures are in place, and activity follows University guidelines
• Creates purchase requisitions, processes and tracks all vendor invoices for payment. Researched and follow-up on    Reallocates purchases when necessary.
• Presents, when required, in person or virtually at Employee Orientations, Wellness Fairs, Safety Fairs, Expos as requested by Director to educate employees regarding OWB|EAP | Wellness and inform prospective corporate clients to the value of OWB/EAP.
• Active in the development, promotion, and engagement of employees to the OWB |EAP | OWB.
• Orders and maintains office and department supplies.
• Manages special projects as requested by Assistant Director and/or Director.
• Interfaces with other Medical School departments as necessary.
• Performs other duties as required.

REQUIRED QUALIFICATIONS:

• Bachelor’s Degree in Human Services, Business, Finance or another related field.
• 3-5 years of related experience.
• Proficient in Microsoft Office, Summit, UM Plan, Buyways, Adaptive Insights and budgeting products and software.
• Possesses verbal, written and interpersonal skills necessary to engage the UMass community and EAP clients.
• Ability to prioritize and problem solve.
• Ability to maintain strict confidentiality,
• Ability to remain calm and engage with clients in a compassionate and professional manner.
• Skilled in resolution of problems that require considerable investigation, initiative, judgment, and discretion.
• Ability to interact knowledgeably with vendors/suppliers/contractors, co-workers, and senior personnel
• Ability to function independently, seek direction where appropriate, and demonstrate professional interpersonal skills
• Ability to adapt to changing priorities and to organize and prioritize work to meet deadlines and target dates

PREFERRED QUALIFICATIONS:

• Advanced degree in human services, mental health, social work, or another related field.
• Experience working in mental health or health care.
• Compliant with HIPAA as it pertains to OWB clients and services.
• Sensitivity to diverse populations of employees accessing OWB services.
• Able to think critically.