Associate Director, Counseling Center Staff & Administration

Position Summary:
Vanderbilt is seeking an individual with clinical operations and administration experience in either the for-profit or non-profit sector to evaluate and improve operational efficiency of the University Counseling Center (UCC). The Associate Director of UCC Staff & Administration is responsible for leading operations for the University Counseling Center (UCC) ensuring effective and efficient processes that support the UCCs mission. Reporting to the Director of the UCC this role leads the development and implementation of operational strategies protocols and quality assurance measures while ensuring alignment with university standards and healthcare best practices.

This role requires initiative in developing research-based hypotheses and exploring additional avenues of inquiry to better understand organizational challenges and opportunities. The leader will be expected to use data strategically to inform decision-making drive continuous improvement and support evidence-based planning and policy development across the organization. The ideal candidate will have direct experience navigating and utilizing Electronic Medical Record (EMR) systems such as Point and Click and Epic and the ability to extract interpret and apply clinical and operational data to support administrative functions quality improvement initiatives strategic planning and data-informed addition the successful candidate will demonstrate a proactive and analytical mindset with the ability to not only interpret existing data but also to identify gaps trends and opportunities within that data.

Key responsibilities include partnering with the leadership team to drive operational excellence and advance strategic initiatives. The Associate Director also partners with Student Affairs human resources finance communications project management and central administration teams facilitating collaboration and alignment with broader institutional goals. This position plays a crucial role in fostering an environment of operational excellence that enables the UCC to effectively serve the university community and advance its strategic objectives. This department is internally funded and does not bill insurance.

Key Functions and Expected Performance:
Operations 70%

• Serving as a thought partner to the UCC Director the Associate Director develops and executes operational strategies for the center to enhance workflow efficiency and achieve satisfactory levels of student services received at the center.
• Develop implement and evaluate operational policies procedures and systems to optimize the delivery of counseling and psychiatry services.
• Oversee daily operations of the University Counseling Center (UCC) ensuring efficient workflows compliance with university policies and alignment with best practices in healthcare partnership with UCC Leadership team ensure consistency in the delivery of clinical services as well as in the performance of administrative tasks regarding UCC Clinical Guidelines and Procedures.
• Lead quality improvement initiatives and processes within the center.
• Serve as the lead data analyst utilizing data proactively to develop hypotheses identify trends and support data-informed decision-making across organizational initiatives.
• Navigate and leverage data from Electronic Medical Record (EMR) systems such as Point and Click and Epic to assess interpret and apply clinical and operational data in support of strategic and administrative goals.
• Supervise the Administrative Manager and set strategy and goals for the administrative support team including managing scheduling systems and resource allocation to ensure the UCC is appropriately staffed to meet student needs. Ensure UCC compliance with regulatory standards university protocols and accreditation requirements.
• Partner with Student Affairs finance team to develop manage and oversee the UCC budget ensuring responsible fiscal stewardship.
• Manage UCC operational contracts and vendor relationships for operational needs including technology systems clinical tools and facility services.
• Partner with Student Affairs HR team on enhancing recruitment onboarding training performance management and professional development needs for UCC staff.
• Provide meaningful and timely updates to supervisors on the status of individual service plans for direct reports.
• Develop systems for tracking and evaluating staff performance ensuring adherence to university guidelines and fostering a positive workplace culture.
• Facilitate internal communication between staff and leadership to address operational and professional needs effectively.
• In partnership with the team members in the Student Care Network and Student Affairs Communications ensure effective communication to students about UCC service offerings and hours of operations.
• Lead the execution of the Director of the UCCs plan for continuous improvement as well as tracking of defined objectives and key results. Report quarterly to Student Affairs on progress.

Risk Management and Compliance 10%

• Provide strategic oversight of the Administrative Manager in executing the centers professional licensure processes and ensuring maintenance of professional standards.
• Serve as the primary partner with the UCC and Conflict of Interest office ensuring UCC alignment with institutional risk management strategies and assisting supervisors in creating and overseeing employee conflict of interest management plans.
• Manage requests from the Office of General Counsel related to litigation.

Training and Development: 20%

• Lead the creation and execution of a professional development strategy aligned with organizational objectives.
• Develop a comprehensive and ongoing training program for all UCC staff related to issues specific to the mental health of a college student population skill development and ethics by working with clinicians to both identify needs and create clinically appropriate content based upon their expertise.
• Coordinate consultations between managers and administrative team to identify appropriate training resources for personal and professional development.
• Oversee the UCCs compliance with the Student Affairs Professional Development Guidelines and develop and oversee any additional guidelines specific to the UCC.

Institutional Divisional and Department Administration

• Contribute to the broader mission and objectives of Student Affairs and the University by serving on divisional and institutional committees task forces and working groups.
• Actively participate in key divisional initiatives and events including Move-In Day and all-division meetings and gatherings.
• Maintain a working knowledge of relevant university policies procedures and systemssuch as those related to travel procurement expense and time reportingto ensure effective compliant and responsible operations.
• Demonstrate a collaborative spirit by supporting divisional colleagues and engaging in efforts that advance shared goals and strategic priorities.

Supervisory Relationships:
This position has supervisory responsibility and provides leadership and oversight for the UCC Administrative Manager. This position reports administratively and functionally to the Director of the UCC.

Education and Certifications:

• A Bachelors degree from an accredited institution of higher education or an equivalent combination of education relevant military experience and relevant skills is required.
• A Masters degree in Hospital Administration Business Administration Higher Education Administration or related field from an accredited institution of higher education and relevant certifications is strongly preferred.
  • Certification in the field of Human Resources or Masters degree in related field or relevant higher education area may also be considered.

Experience and Skills:

• At least seven years of progressive leadership experience in a healthcare higher education or related field is necessary.
• Proven leadership and management skills as well as experience supervising professional staff is required.
• Advanced knowledge of case management counseling and psychiatry from an operational (not clinical) standpoint such as having worked in a clinical setting or providing administrative supervision of a clinical operation is preferred.
• Development of policies and procedures involved in operating a clinic or business unit of at least ten full time employees is required.
• Demonstrated ability to effectively interact with colleagues from diverse backgrounds with specific experience knowledge and skills working with APIDA international African American Latinx LGBTQI identities or other marginalized identities is required.

About the Work Unit:
The UCC supports the mental health needs of Vanderbilt students encouraging their work toward their academic and personal goals. Our highly skilled and multidisciplinary staff develop evidence-based treatment plans tailored to everyones unique background and needs by working together with students campus partners and community providers. The UCC also emphasizes prevention and education through collaboration and consultation focused on the development of the skills and self-awareness needed to excel in a challenging educational environment. We offer culturally responsive services in a safe and affirming space and are committed to engaging in an ongoing dialogue that provides our team with opportunities to grow in the context of their own cultural identity development. The UCC is committed to understanding the role of diverse experiences and backgrounds in order to best promote mental health and wellbeing in the lives of individuals and in our community.

About the Student Care Network:
The Student Care Network (SCN) is comprised of the Center for Student Wellbeing Student Care Coordination the University Counseling Center and the Student Health Center. The SCN is a holistic network of services and resources pertaining to health and wellness available to all Vanderbilt University students who have paid the Student Health Fee. As such staff within the offices comprising the SCN work collaboratively to create integrated processes referrals and treatment plans to better serve the entire student.

About Student Affairs at Vanderbilt:
Student Affairs serves a central role in student learning and development at Vanderbilt advancing the Universitys mission of teaching research and service. Student Affairs at Vanderbilt cultivates vibrant inclusive communities that foster a students sense of belonging and wellbeing through collaborative partnerships transformative learning experiences and an accessible and holistic network of resources. We value connection belonging compassion development and innovation. Our staff are committed to continued growth in knowledge awareness skills and experience engaging with these priorities in a higher education environment.