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Administrative Assistant II, On-Call

Position Number: 6084004
Location: Boulder, CO
Position Type: Secretary and Administrative Assistants

Administrative Assistant II, On-Call

Requisition Number: 62810
Location: Boulder Colorado
Employment Type: University Staff
Schedule:
Posting Close Date: 19-Mar-2025
Date Posted:

Job Summary

CAPS is hiring for two Administrative Assistant II, On-Call positions. The Administrative Assistants provide a broad range of administrative support functions for the Department of Counseling and Psychiatric Services (CAPS) clinics, embedded CAPS offices, and the main office at the Center for Community (C4C). Duties include answering phones, scheduling appointments, providing customer service to students in person and electronically, entering patient information into the electronic health record, and assisting with other front office needs and projects. This position will provide efficient, friendly, and confidential customer service to CU students, parents, faculty and staff. One of the positions will also provide administrative support for the Office of Victim Assistance (OVA).
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

CAPS furthers the well-being of students and helps them succeed by providing a full range of clinical mental health services, consultation, and outreach to the campus community. We also offer outstanding training to the next generation of mental health providers. CAPS is a multidisciplinary and multi-theoretical staff. We are committed to providing a safe and welcoming environment for everyone we serve.

What Your Key Responsibilities Will Be

Front-line Reception and Office Operations

Provides daily front office reception, including answering telephones, directing callers, scheduling appointments and updating computerized appointment schedules from written and/or verbal directions.
Greets and checks in patients as needed, with particular emphasis on creating a warm, welcoming and safe environment with responsive, high-quality, confidential customer service for clients.
Inform students about covered services and services offered, help students navigate scheduling, and answer questions.
Build relationships with CAPS staff, offering support to counselors related to client flow.
Serve as a liaison and scheduling assistant to the Psychiatry team.
Manage end-of-the-day duties for transferring communication systems over to after-hours services and closing the office.
Train others in the clinic on all office equipment.
Provide cross-coverage to various clinic locations as needed.
Enroll and/or refer students to appropriate groups, workshops or other campus offices.

Schedules/Records/Communications

Process documents that require scanning into the patient's electronic medical records (EMR). These include documents that arrive by fax, mail, and created in CAPS, or hand-delivered. Maintain daily functions related to walk-in procedures (e.g. opening new files, uploading records into MediCat, scanning attachments).
Partner with the Groups Coordinator and Assistant Director of the Embedded team to plan, implement, and publish CAPS Groups, Workshops, Let's Talks, and Outreaches.
Primary administrative point of contact for referral and network development with potential providers and providers already listed in the referral database.

Office of Victims Assistance (OVA) Administrative Support:

Coverage support for OVA administrative services.
Train in OVA EHR, scheduling and communication systems.
Greets and check-in clients as needed.
Collaborate and coordinate with OVA on coverage needs.

What You Should Know

This is a 1%, on-call position, and will work up to 20 hours per week. Hours will fall within the Monday-Friday 7:30 am - 5:00 pm timeframe. Depending on need, this position may not work during school breaks including fall, winter, spring and summer breaks.

What We Can Offer

The hourly rate for this position is $19.00-$21.00.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be genuine. Be inclusive. Be Boulder.

What We Require

Two years of general clerical experience. Appropriate education will substitute for the required experience on a year-for-year basis.

What You Will Need

Outstanding customer service skills.
Excellent verbal and written communication skills.
Strong work ethic, dependability, and team-orientation.
Passion for helping students in a mental health capacity.
Knowledge of confidentiality and handling confidential information in a medical setting.
Knowledge of working with electronic medical records and managing multiple providers' schedules.
Experience with computer programs including Word, Excel, electronic medical records or mental health software, and websites.
Highly organized.
Ability to build, modify, and manage multiple providers' schedules.
Ability to actively problem-solve in a calm, professional manner.

Special Instructions

To apply, please submit the following materials:

A current resume.
Optional: A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by March 19, 2025 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Administrative-Assistant-II-On-Call/62810