Administrative Assistant III

DescriptionUniversity of Colorado │ Anschutz Medical Campus
School of Medicine - Department of Psychiatry
Administrative Assistant III
Position #00779816 – Requisition #19645* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *The University of Colorado Denver │ Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.The Department of Psychiatry has an opening for a full-time University Staff (unclassified) Administrative Assistant III position. The University of Colorado Anschutz Medical Campus, one of four campuses in the University of Colorado System, is the major academic medical center in the Rocky Mountain region. The Anschutz Medical Campus is home to the University of Colorado Hospital, Children's Hospital Colorado and a new Veterans Affairs Hospital, making it one of the largest and most comprehensive biomedical research and clinical care centers in the western United States. With world-class health sciences research, educational and clinical facilities, the CU School of Medicine has established distinctive and highly productive programs, receiving research awards of more than $350 million per year, including more than $200 million from National Institutes of Health and other federal agencies. The School's total annual clinical and research revenue exceeds $1.2 billion per year.The Department of Psychiatry is one of the largest units in the UCD-SOM and is comprised of 5 Divisions. The Department currently has approximately 475 paid appointments. In addition, the department has 371 clinical faculty members, 125 regular faculty from Affiliated Hospitals (i.e., Denver Health, National Jewish, VA), and 94 faculty with secondary/adjoint appointments in Psychiatry. The University of Colorado School of Medicine, Department of Psychiatry has just welcomed their new Department Chair, C. Neill Epperson, MD and is in the process of growing the Department of Psychiatry with new programs and expanding existing programs.Job Summary:
The Administrative Assistant III is responsible for providing administrative support to the Department of Psychiatry Clinical Services staff at the Department of Corrections (DOC) in Denver, Colorado. This position will also assist the Public Psychiatry Manager with daily operations on the Anschutz Medical Campus, including with operations of the forensic psychiatry program. This may include but is not limited to verbal and written correspondence and document handling, payroll entry, provider scheduling, clinical appointment tracking, preparation of clinical backlog reports, meeting scheduling, meeting agenda and minutes preparation, and creation and maintenance of filing tracking systems.The successful candidate will be responsible for creating and maintaining tracking methods for their work products, ascertain the best method for resolving questions or problems concerning daily activities and direct correspondence to appropriate clinical staff member for response, and initiate office procedures to be followed by other staff in order to meet established time frames. The candidate will also oversee modifying the layout of documents/forms for specific operating purposes. The candidate will need to understand the important role that psychiatry services and the DOC special committee has in properly managing resources for the CDOC. This position requires knowledge of various software applications to complete the assigned tasks of developing forms, reports, tracking systems.This position will be split evenly between the Denver Department of Corrections office and the Anschutz Medical Campus. Remote work option.Examples of Work Performed:

• Provides general administrative support to psychiatric staff and mental health teams as well as DOC special committee members, responding to requests for assistance in a timely manner.


• Establishes general office and administrative operational processes to accomplish workflow routine while prioritizing tasks to ensure customer service.


• Utilizes office equipment such as phone, computer, printer, scanner, fax machine, copier, during performance of tasks.


• Drafts, prepares, edits, and revises correspondence, reports, etc., from written material or verbal instructions.


• Distributes information via phone, mail, interoffice mail, email, and fax to appropriate parties. Establishes and maintains paper and electronic office record keeping systems.


• Processes incoming/outgoing mail accordingly.


• Makes arrangements for office meetings, take/transcribe/distribute meeting minutes as requested.


• Schedules administrative appointments.


• Performs miscellaneous clerical tasks for clinical staff as requested.


• Utilizes Word, Access, Excel, Electronic Health Record, PCDCIS, and other computer programs to enter or retrieve information/data as requested.


• Coordinates monthly psychiatry calendar based on provider availability and facility needs


• Reviews psychiatry clinic attendance and generates facility psychiatry clinic attendance and backlog reports in coordination with facility mental health team members.


• Coordinates psychiatry tele-health schedules based on provider and office availability and communicates information to OIT for conference scheduling.


• Creates and distributes psychiatry on call schedule.


• Other duties include collection of:
  
  
  • Psychiatric provider invoices and time sheets, preparing reports for tracking salaried staff vacation and sick leave
  
  
  • Recruitment and onboarding (background checks and verifications)
  
  
  • Funding distribution changes within University system and departmental system
  
  
  • Off boarding: separation checklist and exit interviews
  
  
  • DEI initiatives
  
  
  • Gathering and distributing clinical documentation required to support the functioning of a DOC special committee. Tracks offender forms as required by the DOC special committee. Document handling and correspondence drafting for offenders monitored by the DOC special committee. Will also attend training for new programs and software applications as indicated and provides consultation to other clinical staff regarding use of those applications. Assist Public Psychiatry Manger with HR data entry, with division administrator with contract processing and contract invoicing.
  
  
  
  

Salary and Benefits:The hiring salary is commensurate with skills and experience. This position is eligible for overtime compensation.Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.Benefits: https://www.cu.edu/employee-services/benefits.Total Compensation Calculator: https://www.cu.edu/employee-services/total-compensation Diversity and Equity:
The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@ucdenver.edu. The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

QualificationsMinimum Qualifications:

• Three (3) years of general clerical experience. One year of this experience must have included experience in a medical or non-profit administrative setting.
  • Substitution: Appropriate education will substitute for the required experience on a year-for-year basis.
  
  

Preferred Qualifications:

• Bachelor’s degree in business, or a directly related field from an accredited institution


• Experience with PeopleSoft


• Coordination experience

Competencies/Knowledge, Skills, and Abilities:

• Proficiency in the Microsoft Office Suite


• Proficiency with PCDCSI and Electronic Health Record systems


• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.


• Outstanding customer service skills


• Attention to detail


• Demonstrated commitment and ability to advance diversity and inclusion.


• Ability to communicate effectively, both in writing and orally.

Job Category: Administrative Support and Related
Primary Location: Aurora
Schedule: Full-time
Posting Date: Nov 24, 2020
Unposting Date: Ongoing