Office & Operations Manager, Student Counseling, Health, and Wellness

Job description

Job Description: Who We Are Seattle Pacific University is a Christian university fully committed to engaging the culture and changing the world by graduating people of competence and character, becoming people of wisdom, and modeling grace-filled community. Student Counseling, Health & Wellness (SCHW) supports the holistic well-being of SPU students by providing compassionate counseling, health services, prevention programming, and wellness education. Our team partners across the university to promote student success through accessible, student-centered care in a welcoming and confidential environment. What We Need Seattle Pacific University SCHW is seeking an organized, collaborative, and service-oriented Office & Operations Manager to provide operational leadership and administrative management for Student Counseling, Health & Wellness. This position is 32 hours per week for 10 months and 20 hours per week for two months in the summer. Reporting jointly to the Director of Student Counseling and the Director of Health Services, this position oversees the day-to-day administrative operations of the department while ensuring a welcoming experience for students and visitors. The Office & Operations Manager coordinates office operations, supervises administrative support staff and graduate assistants, supports budgeting and purchasing, oversees department technology and records management, assists with communications and outreach, and helps ensure compliance with HIPAA, FERPA, and university policies. The ideal candidate is highly organized, enjoys building efficient systems, exercises excellent judgment with confidential information, and thrives in a collaborative environment that supports student well-being. The Office & Operations Manager supports Seattle Pacific University’s mission by contributing to a Christ‑centered learning and working community committed to academic excellence, service, and engagement with the world. In this role, the employee brings their skills, gifts, and professional expertise to work that matters—serving students, colleagues, and the broader University community in ways that reflect SPU’s values and purpose. To that end, all University employees are required to be aligned with and supportive of SPU's Statement of Faith and its derivative policies and lifestyle expectations. This is an on-campus position based in Seattle, WA . What You'll Do Office & Administrative Operations Coordinate the daily administrative operations of Student Counseling, Health & Wellness Provide executive administrative support to the Directors of Student Counseling and Health Services Manage calendars, scheduling, correspondence, meeting coordination, reports, and departmental communications Help maintain a welcoming, professional, and responsive office environment for students, families, faculty, staff, and community partners Department Operations & Staff Support Coordinate onboarding for new staff, graduate assistants, and counseling interns Supervise administrative assistants and graduate assistants, including scheduling, training, workflow coordination, and performance support Assist with professional staff transitions and orientation activities Coordinate office procedures, documentation, and operational workflows that support efficient service delivery Financial & Business Operations Coordinate purchasing, procurement card transactions, payment requests, reconciliations, and budget tracking Assist departmental leadership with budget monitoring and financial reporting Manage office, clinical, laboratory, and medical supply inventories Coordinate billing and reimbursement activities for Health Services in partnership with departmental leadership Technology, Records & Compliance Coordinate department technology systems, software applications, and administrative databases Support the department's transition to electronic health records and ongoing records management Maintain clinical scheduling, case assignment, referral, and client record systems Help ensure compliance with HIPAA, FERPA, records retention requirements, privacy standards, and other applicable regulations Coordinate department technology projects and equipment needs Communications & Outreach Maintain department website content and assist with social media communications Coordinate campus communications, marketing materials, and outreach initiatives Partner with campus departments to support wellness programming, educational events, and community engagement activities Emergency Preparedness Support Student Counseling, Health & Wellness participation in university emergency response planning Coordinate departmental emergency drills and maintain emergency response supplies and documentation Assist departmental leadership in supporting campus crisis response activities as needed What You Bring Bachelor's degree One year of experience in administrative support, office management, operations, or a related role Experience coordinating office systems, administrative processes, and daily operations Experience supervising or coordinating the work of others Strong organizational, communication, and customer service skills Ability to manage multiple priorities while maintaining exceptional attention to detail Ability to exercise sound judgment and maintain confidentiality when working with sensitive information Experience working with college-aged students or in a student-centered environment Strong proficiency with Microsoft Office applications, including Outlook, Word, and Excel Ability to build trust while working with highly confidential health, student, and personnel information. Mission Alignment: A personal commitment to Christian faith; enthusiasm for supporting SPU's mission; alignment with the University's Statement of Faith; and willingness to uphold the lifestyle standards of our Christian community. Preferred Qualifications Two or more years of progressively responsible administrative or office management experience Supervisory experience Experience in higher education, healthcare, counseling, or a related setting Background or coursework in counseling, health services, student affairs, or a related field Experience working with electronic records systems, Workday, or other enterprise software Familiarity with HIPAA, FERPA, or healthcare privacy requirements Compensation & Position Details Hourly Rate: $26.00–$28.50 per hour, depending on experience Status: Full-time, non-exempt Department: Student Counseling, Health & Wellness Reports To: Director of Student Counseling and Director of Health Services Location: Seattle Pacific University, Seattle, WA (on-campus position) Work Schedule: This position is 32 hours per week from September through June and 20 hours per week July and August , reflecting the academic-year service model of Student Counseling, Health & Wellness. Benefits: SPU pays employee premiums for medical, dental, and vision insurance; provides HSA/HRA contributions; contributes 7% to a retirement account with immediate vesting (as eligible); and offers a tuition discount program for employees and qualified dependents. Additional Information: How to Apply Please complete the online application through Workday and be prepared to submit the following materials: Resume Cover Letter We look forward to hearing how your unique talents and giftings make you a great fit for this role and how you can contribute to supporting the health, wellness, and success of SPU students.