CAPS Administrative Coordinator/Patient Services Representative

University of Vermont; Burlington (VT); On-site; USD 36,000 - 39,000; Full time

Job summary

University of Vermont's CAPS Administrative Coordinator/Patient Services Representative oversees CHWB Counseling and Psychiatry administrative operations across two campus locations, reporting to the CAPS Office Operations Manager and Associate Directors. The role leads front desk staff, supports CAPS recruiting and onboarding, and collaborates with CHWB for site coordination and reporting.

Requires an Associate's degree with 3–4 years of administrative experience, strong organization,

Qualifications

• Associate's degree with at least three to four years of progressively responsible administrative experience.
• Ability to organize work priorities, plan, and adhere to structured regulations. Attention to detail.
• Proficiency in spreadsheets, databases, word processing, and survey applications.
• Ability to prioritize effectively, work, and make decisions independently and as part of a team.
• Ability to communicate interpersonally and sensitively to human concerns.
• Ability to adhere to confidentiality and ethical standards, maintain a high level of discretion.

Responsibilities

• Oversee the CAPS administrative operations in two locations, with supervision from the CAPS Office Operations Manager and Associate Directors of Counseling and Psychiatry Services.
• Serve as the main point of contact for CAPS administrative staff and backup for SHS Administrative Coordinator.
• Provide leadership to CAPS front desk administrative staff and participate in the CAPS Leadership Team.
• Collaborate with CHWB Business Operations to support CAPS recruiting, onboarding trainees, temps, and new staff.
• Build clinical schedules, oversee withdrawal processes, budget reconciliation, event and site coordination, and reporting.

Skills

Administrative leadership

Prioritization

Spreadsheets

Databases

Word processing

Survey applications

Communication

Confidentiality

Education

Associate's degree

Tools

None

Job description

CAPS Administrative Coordinator/Patient Services Representative

Posting Summary

The CAPS Administrative Coordinator/Patient Services Representative will oversee the CHWB Counseling and Psychiatry administrative operations in two locations, with supervision from the CHWB Office Operations Manager and the Associate Directors of Counseling and Psychiatry Services (CAPS). Serve as the main point of contact for CAPS administrative staff. Serve as a backup for the SHS Administrative Coordinator. Provide leadership to CAPS front desk administrative staff. Serve as part of the CAPS Leadership Team. Collaborate with the CHWB Business Operations Team to directly support the CAPS recruiting process and assist with onboarding trainees, temps, and new staff. Responsibilities include building clinical schedules, overseeing the CHWB withdrawal process, PurCard and budget reconciliation, event and site coordination, compliance and reporting, project management, and accreditation. Adhere to a high level of confidentiality regarding student client information. This position is expected to be working on campus at 2 different locations due to the essential functions.

Minimum Qualifications (or equivalent combination of education and experience)

• Associate's degree with at least three to four years of progressively responsible administrative experience.


• Ability to organize work priorities, plan, and adhere to structured regulations. Attention to detail.


• Proficiency in spreadsheets, databases, word processing, and survey applications.


• Ability to prioritize effectively, work, and make decisions independently and as part of a team.


• Ability to communicate interpersonally and sensitively to human concerns.


• Ability to adhere to confidentiality and ethical standards, maintain a high level of discretion.

All CHWB employees are considered Healthcare workers as defined in Vermont State Law. Vaccination against infectious diseases helps to protect against contracting infectious diseases and helps to provide "herd immunity". Vaccination of staff also provides additional protection for students who seek care with us, some of whom are immunocompromised or unable to receive vaccines for medical reasons. The following vaccinations are required for all CHWB employees:

• Rubeola (measles)- two rubeola vaccines, two MMR vaccines, OR a positive rubeola titer


• Mumps- two mumps vaccines, two MMR vaccines, OR a positive mumps titer


• Rubella- one rubella vaccine, one MMR vaccine, OR a positive rubella titer


• Varicella (chicken pox)- two varicella vaccines OR a positive varicella titer


• Tdap (Tetanus/Diphtheria/Acellular Pertussis) a one-time only dose for adults


• Hepatitis B- a series of two OR three vaccines (depending on manufacturer), followed by a positive Hepatitis B surface antibody.


• Tuberculosis (TB) screening:
  
  
  
  • A negative \"two step\" PPD or a negative IGRA blood test (QuantiFERON Gold)
  
  
  • Note: if you have had positive tuberculosis testing in the past it is very important that you send any records related to testing and/or treatment, and the results of your most recent chest x-ray.
  
  
  
  

Desirable Qualifications

• Experience with electronic health records.


• Experience with student information systems and adding charges to student accounts.


• Experience working in a clinical setting.

Anticipated Pay Range

$26.50 - $28.00/hr

Special Conditions

A probationary period may be required, Background Check required for this position

FLSA

Non-Exempt

Union Position

Yes, UVMSU

Job Location

Burlington, Vermont, United States

Department

Center for Health & Wellbeing/30450

Standard Hours at 1.0 FTE

37.5

Term (months per year)

12