Clinical Data and Administrative Specialist - Athletics

EXPIRED

Requisition Number:

60731

Location:

Boulder, Colorado

City

Boulder

State

Colorado

Employment Type:

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Requisition Number:

60731

Location:

Boulder, Colorado

City

Boulder

State

Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

16-Dec-2024

Date Posted:

02-Dec-2024

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Job Summary

The University of Colorado Boulder encourages applications for a Clinical Data and Administrative Specialist - Athletics position (CDAS)! This position serves as the first point of contact for the Center for Psychological Health and Performance (PHP) within CU Athletics. CDAS greets student-athletes, coaches, staff and other visitors and directs them as needed to the appropriate Psychological Health and Performance staff member; answers general questions regarding services, appointments, other offices in the athletic department; and interacts with tact, poise and professionalism.

The CDAS is an active member of the clinical management team and, as such, communication, effective interpersonal skills, and ability to manage urgent mental health situations are essential to this role. Under the general direction of the Psychological Health and Performance Director, the CDAS provides a welcoming space for student-athletes, staff and other visitors, and maintains compliance with all federal and state policies and regulations to include, but not limited to, the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA).

This position will ensure schedules are current and updated daily; and assist PHP staff members with scheduling and rescheduling of appointments. The CDAS communicates with PHP staff and follows special instructions related to athlete appointments and other tasks as assigned. This position is responsible for promoting the philosophy and objectives of the intercollegiate athletics program. This shall include adhering to the principles of the Athletic Department’s Mission Statement, Diversity and Inclusion Mission Statement, Core Values, Policies and Procedures, as well as the rules and regulations of the University, Conference and the NCAA.

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

Psychological Health & Performance is the office within CU Athletics focused on mental health and wellness. Education, Prevention, and Intervention are the three focus areas of PHP.

Our vision is to be nationally recognized as a premier provider of psychological care for student-athletes by providing a world-class and holistic Student-Athlete experience, operating in a fiscally responsible manner, and staying true to the legal and ethical obligations of licensed mental health practitioners.

Our mission is to contribute to overall student-athlete health and performance by inspiring Student-Athletes to succeed academically, athletically and personally. This will be accomplished through individual, group, and team interactions that encourage psychological health while challenging personal growth.

What Your Key Responsibilities Will Be

Administration

• Coordinate administrative support functions, including appointment list for counseling appointments and staff on-call schedules; facilitate timely completion of administrative processes; Input client assessment information into Titanium; scan sensitive and confidential documentation and correspondence into the electronic records system.
• Assist with training of new staff and psychology trainees.
• Prepare presentation data and information for high-level communications with other campus units, Athletic Department leadership, department staff and student-athletes.
• Update/create all collateral material (e.g., brochures, website, social media, flyers)
• Reconcile purchasing and travel card expenses for the center.
• Manage/purchase office supplies and maintain office equipment, (e.g., copiers, printers, fax machines).
• Create, organize and maintain confidential files.
• Review, route and prioritize mail.
• Provide project support to Director and Assistant Director as needed.
• Enhance professional growth and development through participation in educational programs, current literature, in-service meetings and workshops.
• Perform other job-related duties as assigned.

Reception & Scheduling

• Serve as first point of contact for PHP during business hours.
• Greet student-athletes, coaches, staff and other visitors and direct them as needed to the appropriate Psychological Health and Performance staff member; answer general questions regarding services, appointments, other offices in the athletic department.
• Receive and screen phone calls for and respond timely and appropriately to inquiries; take messages and triage as needed.
• Make, cancel and reschedule appointments using Titanium software; provide questionnaires to clients as requested by PHP clinical staff.
• Input all meeting and appointment schedules into the PHP system; ensure schedules are current and updated daily; assist PHP staff members with scheduling and rescheduling of appointments.
• Communicate with clinical staff and follow special instructions related to client appointments.
• Notify Psychological Health and Performance (PHP) director or appropriate PHP staff regarding unusual or unexpected events/problems requiring immediate consultation and/or intervention.
• Contact Public Safety to arrange student-athlete transport services when necessary.

Psychological Records & Data Management

• Manage all pertinent Psychological Health and Performance client medical records, consents and other legal documents and maintain compliance with FERPA and IRB guidelines.
• Work with confidential psychological records including preparing, maintaining and updating client charts accurately, consistently and in a standard format. Design and implement record-keeping systems, forms, and procedures.
• Maintain files of former clients and manage the annual destruction of expired files according to American Psychological Association (APA) guidelines.
• Participate in the release of medical records in accordance with legal, ethical, and procedural requirements under the supervision and direction of the Director and/or Assistant Director.
• Manage and conduct timely scanning of confidential client documentation/correspondence into electronic record system.
• Secure the organization, location and confidentiality of client records and related files.
• Run specified clinical reports in Titanium to appropriately use in an Excel format to create graphs of aggregate, de-identified client data.
• Initiate and manage special projects related to clinical data needs of the PHP Staff.
• Maintain existing clinical databases and create new databases for each area of clinical work, e.g., training, outreach, and emergency.
• Maintain Excel database of upcoming intake appointments, daily walk-in appointments, general Psychological Health and Performance information related to client utilization of services across center offerings, and additional information as requested by the Director.

What We Can Offer

• Starting salary range is $51,000 - $62,500.
• Relocation is available within department guidelines.

• Additional Athletics benefits include:

  • Athletic Event Tickets: Per Athletic Department Policy and NCAA regulations.
  • Nike Elite Employee Benefit: Per Nike Elite Policy.

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 active. Be excited. Be Boulder.

What We Require

• Bachelor's Degree and two years of related experience. Equivalent combination of education and experience may be substituted.

What You Will Need

• Excellent communication and interpersonal skills with the ability to be sensitive to the needs of others and to maintain good public relations and communicate effectively and interact well with people of all ages and a diverse set of backgrounds required.
• High level of independent judgment and initiative, special attention to detail, knowledge and understanding of medical and psychological terminology, the application of appropriate clinical data management practices, and flexibility.
• High level of accuracy, attention to detail, and ability to take initiative on tasks required.
• Ability to understand and follow standards of confidentiality, discretion, professionalism, safety and risk management practices at all times required.
• Knowledge of and experience with office practices and procedures and the principles of office management. Experience in office operations including operating office machines, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages; file maintenance, maintaining and updating supplies.
• Ability to work well independently, collaboratively and under supervision. Ability to handle multiple assignments concurrently, analyze and interpret data, and make independent decisions in keeping with level of the position.
• Ability to handle emotionally distressed students and urgent counseling situations in a calm, empathetic, professional and efficient manner.
• Ability to communicate effectively, manage good working relationships with internal and external constituents, and work well with a diverse group of clients and professionals.
• Ability to handle sensitive and highly confidential information, inquiries, files and policy-related matters requiring the utmost discretion, tact and professionalism.

What We Would Like You to Have

• Knowledge of psychological and psychiatric terminology preferred.
• Experience managing crisis situations and interpersonal dynamics in those situations.
• Working knowledge of customer service, administration, computer, and/or counseling center operations with skills and experience or responsibility in a psychological, medical or similar setting preferred.
• Experience with electronic medical records, Titanium, Canva, Excel, RedCap, Adobe Creative Cloud programs and database software strongly preferred.

Special Instructions

To apply, please submit the following materials:

1. A current resume.
2. 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 December 16, 2024 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.

Essential Services

This position is designated “essential services.” The incumbent is required to respond to requests for work during campus emergencies (snow, wind, rain, flood and any other natural or man-made event) and report to work for his / her regularly assigned shift during emergency campus closures.

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