Administrative Team Manager - Counseling and Psychiatric Services
Requisition Number: 64943
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 19-Jun-2025
Date Posted:
Job Summary
Counseling and Psychiatric Services (CAPS) at the University of Colorado Boulder is searching for an Administrative Team Manager! This role leads the Administrative Team in providing high quality customer service to all students, staff, faculty, and parents who contact CAPS. Additionally, this position supports the Assistant Director of Clinical Operations in communicating with CAPS clinical staff, triaging students, responding to clinic needs, campus needs, and IT/technology issues. This position will also support the clinic with purchasing and procurement of needed office supplies and other job-related purchases.
CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected 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 delivering a safe and welcoming environment for everyone we serve.
What Your Key Responsibilities Will Be
General Office Operations
Support clinic with creating and implementing clinical teams schedules.
Perform daily front office operations, including answering telephones, directing callers, scheduling appointments and updating computerized appointment schedule from written and/or verbal directions, and answering financial and logistical questions for a variety of mental health services.
Greet and check-in clients as needed in-person or virtually, with particular emphasis on creating a warm, welcoming, and safe environment with responsive, high quality, confidential customer service for CAPS clients.
Provide education to clients, faculty and staff about the services CAPS offers and how to use them.
Build effective working relationships with CAPS leadership and staff to support clinic operations.
Manage end of day duties for transferring communication systems over to after-hours services and closing the office.
Run end of the day reports as necessary.
Manage clinic office space, including maintenance requests, organization, and cleanliness of break room and open office spaces, and removing and replacing old furniture.
Records Management
Process documents that require scanning into the patient's electronic medical record (EMR), including documents arriving by fax, mail, created in CAPS, or hand delivered.
Work with multiple software platforms including Medicat One, Microsoft Office 365, and Google Apps.
Maintain daily functions related to multiple appointment types (checking client history, appropriate coding of appointment reservations and blocks, scanning schedules for errors or omissions, checking on provider appointment times and safety).
Support Assistant Director of Clinical Operations with questions regarding records releases, FERPA and HIPAA requirements.
Maintain organization of CAPS ShareDrive.
Supervision
Hire, onboard, and train administrative staff, as needed.
Assign tasks to Administrative staff members and monitor progress on projects.
Complete annual performance plans and support front desk staff in professional development opportunities.
Assign front desk liaisons to each clinical team and provide decision-making support and guidance when necessary.
Create schedule for front desk team to ensure adequate front desk coverage and support for the clinic.
What You Should Know
This is a hybrid position where at least 3-4 days per week will be required to be in the office. This position has an anticipated work schedule of Monday - Friday during regular business hours. This role is not expected to work University recognized holidays, weekends, or evenings and will not be on call at any time.
What We Can Offer
The salary range for this position is $52,344 - $68,046 annually.
Benefits
The University of Colorado offers excellent benefits (https://www.colorado.edu/jobs/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 (https://www.colorado.edu/about) .
Be Statements
Be collaborative. Be engaged. Be Boulder.
What We Require
Bachelor's degree or equivalent combination of education and experience may substitute.
1 year of experience supervising front desk/administrative staff.
1 year experience in administrative/front desk support in a healthcare or comparable setting.
What You Will Need
Strong understanding of confidentiality and management of highly confidential medical records and information.
Good communication skills.
Experience with electronic medical record systems and Microsoft Office Suite.
Strong customer service and problem-solving skills.
Ability to multi-task and remain calm under stress.
Knowledgeable about HIPAA, FERPA and confidentiality laws and policies.
Strong organization and prioritization skills.
Special Instructions
To apply, please submit the following materials:
A current resume.
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 June 19, 2025 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs (http://colorado.edu/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-Team-Manager-Counseling-and-Psychiatric-Services/64943 (https://apptrkr.com/6276963)
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The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.