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WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman’s vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.  

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college’s working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

POSITION PURPOSE

Whitman College seeks a highly organized, proactive, and detail-oriented Office Manager to join the integrated healthcare team at the Welty Health and Counseling Center. This is an exciting opportunity for a professional who is dedicated to supporting student wellness and passionate about delivering outstanding administrative and patient care services in a dynamic clinical environment. The Office Manager plays a key role in the day-to-day operations of the Health and Counseling Center, ensuring that all administrative functions run smoothly and efficiently. This position serves as a first point-of-contact for students and visitors, providing a welcoming and supportive presence while maintaining the highest standards of confidentiality and professionalism. This role is essential to maintaining a well-organized, responsive clinic that supports the physical and mental well-being of the Whitman student community. This position reports directly to the Assistant Vice President of Wellness.

PRINCIPAL ACCOUNTABILITIES

Office Management  (40%)

• Work independently within established procedures, exercising sound judgement and initiative to address issues and manage details with minimal supervision.
• In partnership with Center’s leadership team (AVP for Wellness, Clinical Counseling Director & Health Center Director), medical and mental health providers and support staff, coordinate scheduling, manage communications, oversee records and data systems, and contribute to a collaborative, student-centered care environment.
• Provide direct oversight of front office operations at the Welty Health and Counseling Center, ensuring smooth and efficient daily functioning.
• Regularly monitor providers licenses and certifications to ensure they are current.
• Meet weekly with Welty Health and Counseling leadership team to identify needed administrative support and review any updates to processes and procedures. 
• Collaborate with front desk staff to answer phone calls, monitor the clinic’s email inbox, and warmly greet, triage, and assist students, clients, and visitors with exceptional customer service.
• Uphold and monitor compliance with office policies and procedures, including daily financial operations and recordkeeping.
• Assist staff with IT troubleshooting and Human Resources-related tasks, serving as a liaison to relevant departments.
• Manage the ordering, inventory, and reconciliation of office and medical supplies and services, ensuring timely procurement and cost tracking.

Integrated Student Health (35%)

• Coordinate scheduling of student appointments with clinical staff as needed, prioritizing student needs while balancing priorities and availability.
• Primary point-of-contact for incoming students that contact the center over the summer to discuss healthcare needs. Triage to appropriate clinical staff as needed. 
• Respond appropriately to urgent student needs by performing limited triage and promptly communicating with clinical staff when immediate attention is required.
• Serve as a knowledgeable resource for students regarding health insurance, particularly in assisting international students with plan navigation and questions.
• Facilitate referrals to off-campus medical and mental health providers, including maintaining a current list of community resources and coordinating care when appropriate.
• Ensure all student and client information is handled in strict compliance with HIPAA, FERPA, and relevant state confidentiality laws.
• Partner with the Welty Health and Counseling Center leadership team (AVP for Wellness, Clinical Counseling Director, Health Center Director and Assistant Director of Wellness; Health Promotion) to develop and implement procedures that promote equitable, inclusive, and accessible healthcare for all students.
• Provide fiscal oversight and operational support of resource allocation for the  Welty Health and Counseling Center budgets. 
• Manage the social media presence, as well as all website changes for Welty Health and Counseling Services.
• Manage logistics and outreach related to meetings and services with student groups (e.g., SVP, EMS). 

Administrative Support (25%)

• Serve as a “super-user” and key resource for the clinic’s integrated Electronic Health Record (EHR) system, providing support and training as needed.
• Build and maintain collaborative relationships with vendors, campus departments, and community partners to support clinic operations.
• Support and help coordinate campus outreach events.
• In collaboration with the Welty Leadership team, coordinate and execute events and retreats, including managing logistics, securing space and resources, coordinating with internal and external partners, and ensuring smooth day-of operations. 
• Lead data collection, reporting, and dissemination efforts, supporting internal evaluation and decision-making.
• Process and manage medical records requests, ensuring timely and secure information exchange in compliance with privacy regulations.
• Transact/Blackboard set up and oversight.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Must be able to explain and/or demonstrate possession of the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation. Specifically,

• Strong interpersonal and communication skills (verbal and written), with sensitivity to individual needs and a commitment to maintaining confidentiality.
• Ability to actively and positively contribute to the college’s core values of diversity, equity, inclusion, antiracism and access.
• Proven ability to work effectively both independently and as part of a collaborative team.
• Excellent organizational skills, time management, and attention to detail.
• Ability to create and maintain a professional, inclusive, and supportive front office environment.
• Demonstrated ability to support a diverse student population with varying medical and mental health needs.
• Commitment to and understanding of diversity, equity, and inclusion in a healthcare and higher education setting
• Resourceful and proactive in assisting staff and students in accessing needed information and support.
• Skilled in building and maintaining positive working relationships with campus and community partners.
• Proficient in Google Workspace (Docs, Sheets, Slides, Drive, Calendar, Gmail) with the ability to quickly learn new systems such as electronic health records (EHR) and student information systems.
• Ability to remain calm, supportive, and professional when assisting students in crisis or under stress.
• Demonstrated ability to manage competing priorities, meet deadlines and maintain accuracy in a dynamic work environment.

MINIMUM QUALIFICATIONS

• Associate’s Degree. 
• 5+ years of experience in office management, administrative support, receptionist roles, or in a service-oriented environment.
• OR a combination of relevant education, training, and experience. 

Whitman College values diverse pathways to acquiring skills and knowledge and encourages applicants to demonstrate how their background aligns with the role.

PREFERRED QUALIFICATIONS

• Bachelor's Degree. 
• Experience in outpatient mental health or medical setting.
• Experience in higher education. 
• Experience working with electronic medical records programs.

Please note that while the description details both required and preferred qualifications, we want applicants to be aware that they do not need to have all of the preferred qualifications to be considered for this position. If you meet the minimum qualifications and have passion for the work, you are encouraged to apply.

BENEFITS

Whitman College offers a competitive benefits program that is designed to attract qualified candidates and retain talented employees. Full-time employees enjoy the following benefits:

Medical/Dental/Vision Insurances.

Basic life, accidental death and dismemberment and long term disability insurances with the capability to elect additional voluntary coverage.

403(b) Defined Contribution Retirement Plan with a 10% matching contribution after eligibility requirements are met.

Paid Time Off: 20 accrued vacation days, 12 accrued sick days, 13 paid holidays.

Tuition Remission – Dependent Children

Employee tuition waiver for two Whitman courses per semester.

Employee Assistance Program

Relocation assistance for eligible employees. 

Learn more about benefits eligibility here. 

DISABILITY ACCOMMODATION FOR JOB CANDIDATES

Contact Human Resources regarding requests for disability accommodation in the employment application process.

APPLICATION REVIEW

Application review will begin November 17, 2025, and continue until the position is filled. 

START DATE

December 8, 2025