Administrative Assistant II

Denver, CO
Jun 09, 2017
Institution Type
Four-Year Institution

* Applications are accepted electronically ONLY at *

University of Colorado Denver l Anschutz Medical Campus
School of Medicine/Department of Psychiatry/Addiction Research and Treatment Services/Adult Outpatient Program
Administrative Assistant II
Position #00679042 - Requisition #09864

This class describes the third administrative assistant level. While the type of duties is similar to those performed by the Administrative Assistant I, the complexity of the job is different. The systems, operations, and processes are still established and defined but allow more flexibility and latitude in adapting practical approaches or routines for various situations. Not all circumstances are covered by established guidelines or they do not work so positions must improvise solutions and alternatives. Illustrations include, but are not limited to, positions that are authorized to make exceptions to eligibility requirements, quotas, and fees or charges; design work methods used by others; perform desk top publishing, including the design, layout, paste up, and editing of program documents; produce technical documents, such as scientific papers, use several software packages; release official information or documents that are legally confidential depending on the reason, requestor, and document requested; schedule facilities, such as class or conference rooms, by determining the eligibility of the event and group; plan events by writing specific orders and compiling operating expense data, arranging the logistics and equipment, selecting menus and caterers, designing decorations, scheduling the site, locating selected presenters, setting reservation deadlines, and making transportation and lodging arrangements for participants; create and sign correspondence without prior instructions where the content varies based on the nature of issue being addressed; and, complete the forms to adjust or transfer funds as restrictions change or to cover shortages, and authorize expenditures for office supplies.

The University of Colorado Denver seeks a full-time, University Staff (non-classified) Administrative Assistant II within the Addiction Research and Treatment Services (ARTS) Adult Outpatient Program, with clinic locations in Denver, Aurora and Arvada. The ARTS Adult Outpatient Program is within the School of Medicine, Department of Psychiatry. ARTS Adult Outpatient clinics provide drug and alcohol assessment, psychosocial and pharmacological treatment for adults. Programs in various clinic locations include traditional outpatient, intensive outpatient and may contain specialty services for clients referred by the criminal justice system, county departments of human services, and services for pregnant women, individuals who are HIV-positive and gender responsive services.

This position supports drug and alcohol assessment, psychosocial, and pharmacological treatment to adult substance abuse clients at the Addiction Research and Treatment Services (ARTS) Westside Center for Change (WCC), located at 6303 Wadsworth Bypass, Arvada, Colorado 80003. ARTS is a part of the University of Colorado Anschutz Medical Campus, School of Medicine, Department of Psychiatry. This is a full-time, University Staff (non-classified) front desk/reception/administrative position that is responsible for checking in patients, collecting fees, tracking and scheduling appointments, ordering supplies, checking for any balances owed by patients, working closely with ARTS Centralized Billing and Management, as well as other duties as assigned. Standard working hours are Monday through Friday, 5:15 a.m. to 2:15 p.m. This position may be required to work some Saturdays, as well.

Job Responsibilities:
•Provide in-person and telephone reception.
•Provide excellent customer service to internal and external stakeholders.
•Provide information on program services and respond courteously to queries.
•Schedule and maintain multiple electronic appointment books.
•Arrange staff schedules to ensure adequate coverage in the clinic.
•Collect, track and record patient fee payments.
•Enter data into, and maintain accurate records, in the patient billing system.
•Gather patient statistical data for reporting purposes.
•Order, maintain, and accurately track expenditures of office and medical supplies.
•Administer confidential patient information and records.
•Release confidential patient information with appropriate authorization.
•Prepare charts for methadone, drug-free, evaluations and DUI intakes.
•Work comfortably with patients who are referred from various sources, including parole/probation departments, department of social services, and other entities who work with patients with substance use disorder.
•Become certified to retain a University of Colorado purchasing card in the clinic.
•Go outside of the clinic to make purchases, often with little advance notice.
•Collecting same-sex urine specimens.
•Perform other duties as assigned or required.

•Continuously maintain accurate and up-to-date records and/or notes as required by agency policy.
•Ensure all appropriate releases of information are signed and up-to-date prior to releasing information.
•Perform other related duties as assigned, including but not limited to: billing and voucher tracking, data tracking, and data analysis/reporting.

PLEASE NOTE: Candidates will be responsible for travel expenses related to the interview process and any relocation expenses, if applicable.

Salary and Benefits:
The hiring salary for this position is $33,396 and is negotiable and commensurate with skills and experience. This position is not eligible for overtime compensation.

The University of Colorado offers a full benefits package. Information on University benefits programs, including eligibility, is located at

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.

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.


Required Qualifications:
•High school diploma or General Education Diploma (GED)
•Two (2) years of general clerical experience; six (6) months of which must include working in a front desk/reception role.

•Successfully completed college or university course work that is appropriate to this position's work assignment, may substitute for the general clerical experience on a year-for-year basis, but not for the six (6) months of front desk/reception role experience.

Conditions of Employment:
•Must possess and maintain a valid State of Colorado Driver's License, or obtain one within 30 days if and when the position is offered (this position will be required to go outside of the clinic to order and pick-up purchases/supplies for the work unit or clinic).
•Must agree to fingerprinting and criminal background check. Required background checks include a review with the Colorado Bureau of Investigation (CBI) AND the Central Registry of Child Protection (Trails).
•Subject to pre-employment, post-accident, incident, and/or reasonable suspicion drug and alcohol testing per UCD Addiction Research and Treatment Services Department Policies.

Preferred Qualifications:
•Graduation from an accredited college or university with a Bachelor's degree in psychology, social work, counseling, human services, or related field.
•Experience working with clients who are involved with the criminal justice system, probation/parole, human services, and/or other similar referral sources.
•Experience providing administrative support to clients, families, staff, and other stakeholders in a substance abuse treatment setting.
•Experience managing financial paperwork including creating invoices, tracking expenditures, and gathering statistical data.
•Experience working with electronic health records
•Experience working successfully with multiple tasks in a high-pressure environment.
•Experience or knowledge of basic therapeutic confrontation and structures.
•Experience observing, monitoring and intervening in drug and/or alcohol treatment.
•Possesses a current and valid Certified Addiction Counselor (CAC) 1 license or higher.
•Possesses a current and valid registration with the Colorado Department of Regulatory Agencies (DORA)
•Bilingual in English and Spanish.

•Excellent communications and interpersonal skills.
•Excellent written and oral communication skills.
•Ability to manage difficult behaviors.
•Ability to engage successfully with substance dependent clients in treatment.
•Ability to comply with established rules, policies and procedures and meet deadlines.
•Ability to be open-minded and nonjudgmental.
•Ability to develop healthy relationships and boundaries with clients.
•Ability to exercise discretion and maintain patient confidentiality.
•Ability to effectively and accurately check for typographical, grammatical and/or spelling errors in documents.
•Experience of utilizing Microsoft Word to create documents, tables, mail merge, reports, etc.
•Experience utilizing Microsoft Excel to create, revise, update and maintain spreadsheets and macro-enabled reports.
•Experience using Microsoft Outlook to create, send and receive e-mail communication.
•Experience with accurate and timely data entry.

Special Instructions to Applicants:*Applications are accepted electronically ONLY at * REQUIRED APPLICATION MATERIALS: 1). A cover letter/letter of application which specifically addresses the job requirements and outlines qualifications. 2) A current resume/CV. 3) List of 3-5 professional references. Questions should be directed to Shingo Ishida at Shingo

Reference checks are a standard step in our hiring process. You may be asked to provide contact information, including e-mail addresses, for up to 5 references if you are referred to the Hiring Authority for an interview. We will notify you prior to contacting both on and off-list references.

Application Materials Required:Cover Letter, Resume/CV, List of References

Application Materials Instructions:Applications are accepted electronically ONLY at Application dealine is 5:00 pm on Friday, June 23, 2017 or until 50 applications are received via the CU Careers website, whichever comes first.

Job Category: Administrative Support and Related

Primary Location: Denver

Department: H0001 -- Anschutz Medical Campus - 20280 - SOM-PSYCH-ARTS SP/G

Schedule: Full-time

Posting Date: Jun 8, 2017

Closing Date: Jun 23, 2017

Posting Contact Name: Shingo Sean Ishida

Posting Contact Email:

Position Number: 00679042


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