CAPS Administrative Coordinator/Patient Services Representative

Uvmjobs; Burlington (VT); Hybrid; USD 36,000 - 39,000; Full time

Job 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.

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 CHWB Counseling and Psychiatry administrative operations in two locations.
• Provide leadership to CAPS front desk administrative staff and serve on the CAPS Leadership Team.
• Collaborate with CHWB Business Operations to support CAPS recruiting, onboarding, and staff.
• Build clinical schedules, oversee withdrawal process, PurCard and budget reconciliation, event coordination.
• Ensure compliance, reporting, project management, and accreditation activities.
• Maintain a high level of confidentiality regarding student client information.

Skills

Organizational skills

Communication

Teamwork

Discretion

Confidentiality

Analytical ability

Education

Associate’s degree with 3–4 years experience

Tools

Spreadsheets

Databases

Word processing

Survey applications

Job description

The University of Vermont is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other category legally protected by federal or state law.

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Finalists for positions at UVM may be subject to a criminal background check.

For classified staff positions, actual hiring pay dependent on current competitor market conditions, comparable campus peer(s) at time of hire, and candidate’s experience level and length.

Be sure to carefully review and update your application information before submitting an application!

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:

• 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.
• 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

Anticipated Pay Range $26.50 - $28.00/hr

Other Information

Special Conditions

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

FLSA

FLSA Non-Exempt

Union Position

Union Position Yes, UVMSU

Position will be posted for a minimum of one week, after which it is subject to removal without notice.

Job Open Date

Job Open Date 10/14/2026

Job Close Date (Jobs close at 11:59 PM EST.)

Open Until Filled No

The University of Vermont is a welcoming, educationally purposeful community committed to creating an inclusive environment that embraces intellectual diversity and global perspectives. We seek to prepare students to be accountable leaders who will bring to their work a grasp of complexity, effective problem-solving and communication skills, and an enduring commitment to learning and ethical conduct. Members of the University of Vermont community embrace and advance the values of Our Common Ground: Respect, Integrity, Innovation, Openness, Justice, and Responsibility. Staff play a critical role in this effort and the successful candidate will demonstrate a strong commitment to UVM’s mission and advancing Our Common Ground values through the execution of their job duties.

Position Information

Position Title

Position Title Health Administration OC3 N

Posting Number

Posting Number S6358PO

Position Number

Position Number 00020499

Percent of Full-Time

Percent of Full-Time 1.0

Standard Hours at 1.0 FTE

Standard Hours at 1.0 FTE 37.5

Term (months per year)

Term (months per year) 12

Supplemental Questions

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• * How did you hear about this employment opportunity?
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  • UVM Employee (Please specify below)
  • UVM Employment Web Site
  • Vermont JobLink (Department of Labor)
  • Other (Please specify below)
• Please specify here where applicable. Enter "NA" if not applicable.

  (Open Ended Question)