CAPS Administrative Coordinator/Patient Services Representative

University of Vermont; Burlington (VT); On-site; USD 37,000 - 39,000; Full time

Job summary

The University of Vermont’s CHWB Counseling and Psychiatry Services seeks a CAPS Administrative Coordinator/Patient Services Representative to oversee administrative operations at two campus locations, with supervision from the Office Operations Manager and CAPS leadership. You will lead front desk operations, support recruitment, onboarding trainees, and ensure scheduling and compliance across sites.

The role requires an associate degree with 3–4 years of admin experience, strong organizational

Qualifications

• Associate’s degree with at least three to four years of progressively responsible administrative experience.
• Proficiency in spreadsheets, databases, word processing, and survey applications.
• Ability to organize work priorities, plan, and adhere to structured regulations.
• 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

• Build clinical schedules and oversee the CHWB withdrawal process.
• Oversee PurCard and budget reconciliation.
• Coordinate events and site operations at two locations.
• Ensure compliance and reporting; assist with project management.
• Support CAPS recruitment, onboarding trainees, temps, and new staff.
• Provide leadership to CAPS front desk administrative staff and coordinate with the CHWB Business Operations Team.

Skills

Organization & prioritization

Office software proficiency

Interpersonal communication

Confidentiality & discretion

Decision making

Education

Associate’s degree

Tools

Electronic health records (EHR)

Student information systems

Job description

Position Details

Position Details

Advertising/Posting Title 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.

Required

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

Other Information Special Conditions A probationary period may be required, Background Check required for this position FLSA Non-Exempt Union Position Yes, UVMSU

Posting Details

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

Job Location Burlington, Vermont, United States Job Open Date 10/14/2026 Job Close Date (Jobs close at 11:59 PM EST.) Open Until Filled No

Our Common Ground Statement

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 Health Administration OC3 N Posting Number S6358PO Department Center for Health & Wellbeing/30450 Position Number 00020499 Percent of Full-Time 1.0 Standard Hours at 1.0 FTE 37.5 Term (months per year) 12