Program Assistant II
- Employer
- University of Colorado Anschutz Medical Campus
- Location
- Denver, CO
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- Administrative Jobs
- Technology, Analysts & Programming
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
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Description
University of Colorado | CU Anschutz Medical CampusSchool of Medicine - Department of Pathology Job Title - Program Assistant II (Client Services Supervisor)Position # 00786877 – Requisition #22320* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date. Information regarding this requirement, and exemptions can be found at:Anschutz: https://www.ucdenver.edu/docs/librariesprovider284/default-document-library/3000-general-admission/3012---covid-19-vaccination-requirement-and-compliance.pdf?sfvrsn=4e9df3ba_2Denver: https://www.ucdenver.edu/coronavirusExemptions vary by campus location/department. Campus/Unit-Specific Exemptions:
Qualifications
Minimum Qualifications:
Job Category: Professional Support Services
Primary Location: Aurora
Schedule: Full-time
Posting Date: Aug 2, 2021
Unposting Date: Ongoing
University of Colorado | CU Anschutz Medical CampusSchool of Medicine - Department of Pathology Job Title - Program Assistant II (Client Services Supervisor)Position # 00786877 – Requisition #22320* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *The University of Colorado has a requirement for COVID-19 vaccinations and full completion thereof by 9/1/21 or upon start date. Information regarding this requirement, and exemptions can be found at:Anschutz: https://www.ucdenver.edu/docs/librariesprovider284/default-document-library/3000-general-admission/3012---covid-19-vaccination-requirement-and-compliance.pdf?sfvrsn=4e9df3ba_2Denver: https://www.ucdenver.edu/coronavirusExemptions vary by campus location/department. Campus/Unit-Specific Exemptions:
- Anschutz Campus – Exemptions are allowed for medical or religious reasons.
- Denver Campus - Exemptions are allowed for medical, religious, or personal reasons.
- Consolidated/Central Services Administration – Will follow Anschutz policy on exemptions.
- Supervise work and performance of other program assistants
- Prepare and perform client services staff coaching and performance evaluations
- Responsible for decisions related to process and workflow operation for the client services team
- Perform annual performance assessment of tasks performed by the client services team, providing additional coaching and training for those needing improvement
- Guide resolution of informal grievances within the team and with other teams, initiating quality improvement steps as needed
- Approve time off requests and schedules, and assure adequate staffing in the section
- Act as a key member of the leadership team by working to ensure smooth client/laboratory relationships
- Participate in interviewing and training of new staff
- Organize and implement new client service processes, such as those related to new test launch
- Facilitate communication with clients to accomplish changes and quality improvement
- Oversee the development and updates of client services procedures for laboratory director approval
- Provides ongoing training and development to those performing duties in client services and specimen accessioning
- Assists clinicians, patients, and referring facilities as first line contact in understanding CGL genetic test options, specimen processing and turn-around-time for result reporting, and specimen collection and transport requirements Provides guidance in ordering cancer FISH testing based on in-depth knowledge of FISH probe use related to specific cancers or follow up studies Responds to clinician calls for results by coordinating priority listing with the appropriate sections for quickest completion of testing possible, communicating expected test release time to clinician, and monitoring the status of the testing Responds to requests from other laboratory members regarding obtaining additional clinical referral information to optimize testing, updates on specimen delivery status, and retrieving reports from other laboratory testing for coordination of services performed on samples being processed Arranges courier pickup of specimens within the local area and Federal Express delivery of specimens from outside the Denver metro area; maintains records of courier requests and delivery of specimens to assure prompt deliveries and appropriate payment of courier bills; guides decisions related to urgency of courier pickup and delivery balancing type of sample, testing ordered, and cost of services as neededCoordinates paperwork and transport of cultured specimens to domestic and international referral laboratories according to clinician requestsResolves problems with test orders and patient information in a thorough and timely manner, seeking guidance from appropriate technical team as needed Thoroughly documents conversations and problem resolution steps taken regarding individual patient tests for future reference and quality control Coordinates HIPAA compliant release of patient test results assuring appropriate release forms are signed and identification of requestor is verified Documents client feedback for client satisfaction improvement
- Login of patient specimens received for testing into the CGL laboratory information system by:Entering patient and test referral information.Linking specimen to the appropriate referring clinician and facility for test report receipt.Investigating prior studies on the current patient or family members for evaluation of known family genetic abnormalities previously identified.Linking multiple studies on current specimen received.Confirming assignment of the appropriate test group and study according to clinician request.Assigning priority status to meet patient needs as identified by clinician and/or knowledge of the disease or disorder in question, assisting other team members with decisions in this area.Generating billing sheet matching test requests.
- Handles laboratory phone calls, providing assistance, as needed, and directing calls to appropriate team members. Serves as resource in answering cancer and other complex questions received by other team members.
- Monitors and takes action on information left on main laboratory voice mail to assure prompt response to requests.
- Receives delivery of supplies and equipment coordinating appropriate entry into locked laboratory space and access to the loading dock for delivery of larger items.
- Manages outgoing mails and the distribution of incoming mails.
- Maintains and performs simple maintenance as needed on office equipment such as multifunction devices for printing, scanning, copying, and faxing, label printers, and time stamps.
- Participates in the laboratory Quality Assurance (QA) Meetings where data on indicators is reviewed, and discussed for process improvement, specifically those addressing pre-analytic variables identified at login and revised/amended reports.
- Acts as an active participant in initiation and development of new work processes to improve delivery of laboratory services.
- Participates in working through occurrence correction determining root cause and corrective steps to avoid/minimize recurring errors.
- Performs annual updates of client services protocols and develops new protocols for new processes as needed.
Qualifications
Minimum Qualifications:
- Five (5) years of general clerical or administrative service experience, which includes two (2) years of experience working in a clinical laboratory or pathology setting
- One (1) year of experience as a supervisor or team leader
- Experience in a cytogenetics/genetics laboratorySupervisory experience in a clinical laboratory or pathology setting
- Strong medical terminology skillsStrong computer skills using word processing software and laboratory information system Ability to make independent decisions within established guidelinesStrong problem solving and decision-making skills Understanding of HIPAA rulesStrong interpersonal and communication (both written and oral) skillsDemonstrated organizational and multitasking skillsExceptional analytical skills and attention to detailStrong commitment to quality, safety, process improvement and teamworkEffective balancing and prioritization of variable workloads and deliverables
- Ability to establish strong working relationships
Job Category: Professional Support Services
Primary Location: Aurora
Schedule: Full-time
Posting Date: Aug 2, 2021
Unposting Date: Ongoing
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