Assistant to the Director of the UCCS Aging Center

Colorado Springs, CO
Nov 15, 2020
Employment Type
Full Time
Institution Type
Four-Year Institution
DescriptionThis position opening is for the Executive Assistant to the UCCS Aging Center Director. This position reports directly to the UCCS Aging Center Director. This position is responsible for managing the day-to-day operations of the UCCS Aging Center (the UCCS Psychology Department mental health training clinic for older adults and their families).

Who We Are:
The University of Colorado Colorado Springs (UCCS) is one of four campuses in the University of Colorado system and is home to over 10,500 undergraduate and 1,900 graduate students.
Colorado Springs (pop. 400K+) is situated at the base of Pikes Peak, offers many recreational and cultural activities and was recently ranked by U.S. News & World Report as one of the top Best Places to Live in the U.S.

 Job Duties:

Provide administrative and reception support in a highly demanding clinic setting.Maintain a professional, compassionate, welcoming, and clean clinic environment, including communication with clients (e.g., provide detailed descriptions of services and eligibility to clients and/or families in distress), conducting phone intakes, scheduling services and maintaining clinic calendar, ensuring confidentiality and quality of clients’ records.Manage phone, mail, fax, and email communications, serving as primary contact for students, faculty, staff, and external partners.Assist with clinic functions (e.g., organizing, coordinating, and preparing for new trainees’ orientation; providing guidance to trainees and clinical contractors for service delivery and monitor for timely intervention documentations such as weekly client chart tracking).Assist in direct mail campaigns, website updates, scheduling for telehealth and online meetings, and special events.Process weekly cash deposits and reconcile receipts with Electronic Health Records system.Coordinate with Psychology Department for staff and students matters.Manage wait list for Medicare clients and Neuropsychological Evaluation services, including scheduling, reminder calls, preparation of files, and insurance verification if needed.Collect data and prepare quarterly report on client satisfaction.Assist with registration and preparation for group services and caregiver workshops.Coordinate and provide Team Meeting and Didactics Meeting minutes.Provide other miscellaneous administrative support to staff and Director as needed, including assisting with travel arrangements.Please note that the above duties have been modified during the current pandemic.Training on safety procedures, tasks completion, and work accountability of graduate student trainees, and oversee student employees’ work performance, liaise with psychology department for personnel appointments.Hire, train, and supervise student employees regarding safety and confidentiality procedures, task completion, and work accountability; assist in processing personnel paperwork.Job Competencies:

Strong interest in serving older adults and their families with compassion and professionalism.Ability to work effectively with persons from diverse backgrounds.Excellent team player and collaborative with referring agencies and providers.Proficient use of Titanium (Electronic Health Records) software (can be learned if unfamiliar).Ability to attend to details; adaptability and flexibility are also much valued.Strong interpersonal, time-management, and organizational skills.Good written and verbal communication skills.Possess some social media skills for promoting services and managing website.Good understanding of Aging Center, Psychology Department, and University policies and procedures, including adherence to University cash management policies and procedures for mental health clinic.What We Offer:
University of Colorado Colorado Springs offers a comprehensive benefits package. Information on benefits programs, including eligibility, is located at:

 Salary Range: Generally starting at: $44,000-$55,000

Tentative Search Timeline:

The potential dates for the first round of interviews with the search committee will be the week of December 7, 2020.

The potential dates for the second round of interviews with the search committee and supervisor will be the week of December 14, 2020.

The potential employee start date is January 2021.

Total compensation calculators can be found at:

The University of Colorado Colorado Springs is committed to providing a safe and productive learning, living and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check, and when appropriate, a financial and/or motor vehicle history check.

UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado does not discriminate on the basis of race, color, creed, religion, national origin, gender, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs. Alternative formats of this ad can be provided upon request for individuals with disabilities by contacting the Office of Human Resources at (719) 255-3372.

To perform this job successfully, an individual must be able to perform each of the established essential functions and meet the physical and environment demands described satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.

Applicants with disabilities: If you have a mental or physical impairment, which limits one of your major life activities (e.g. walking, hearing, seeing, speaking, breathing, or learning) and require special accommodations for testing or interviewing, it is your responsibility to notify the office scheduling the interview or test at least 3 working days before the interview or test date. If you need special accommodations at the work site, you must notify the appointing authority or Human Resources.

The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work.

QualificationsMinimum Requirements:

Three years of experience supporting operations in academic setting or service agencyPreferred Requirements:

Bachelor of Arts or Bachelor of Science from an accredited institution of higher educationPhysical Requirements:

While performing the duties of this job, the employee is frequently required to sit. Employee is occasionally required to stand and walk. Tasks may involve looking at computer screen continuously for long periods of time, talking and hearing within normal range. The employee must occasionally lift and/or move up to 10 pounds.

Job Category: Administrative Support and Related
Primary Location: Colorado Springs
Schedule: Full-time
Posting Date: Nov 13, 2020
Unposting Date: Ongoing

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