Program Assistant II - Clinical Services Department at Fort Logan

State of Colorado; Denver (CO); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

PERA retirement plan

Medical and dental plans

Paid life insurance

11 paid holidays; vacation and sick"

Flexible schedules

Job summary

State of Colorado's Department of Human Services seeks a Program Assistant II to provide administrative and technical support to the Clinical Services Department. The role includes budgeting, scheduling, meeting facilitation, and coordinating hiring, onboarding, and other personnel processes.

This position collaborates across units to ensure efficient operations and HIPAA-compliant records management. The Program Assistant II supports project execution, data reporting, and back-up coverage for

Qualifications

• Minimum five years’ experience in a health services/administrative role.
• Experience budgeting, scheduling, and coordinating departmental activities.
• Ability to maintain confidential records and HIPAA compliance.

Responsibilities

• Budget, scheduling and managing department meetings.
• Facilitate audits and oversee vacancies, hiring, onboarding.
• Maintain records for office needs and master scheduling.
• Coordinate postings, interviews, onboarding, and off-boarding processes.
• Prepare management reports and assist in special department projects.

Skills

Program support

Scheduling & meetings

Budgeting & finance

Data reporting & analysis

HIPAA compliance

Document management

Interdepartmental collaboration

Education

Five years of related experience

Tools

HRIS

EHR systems

Scheduling software

Document management systems

Job description

Department Information

This position is open to current Colorado residents only.

The Colorado Mental Health Hospital at Fort Logan (CMHHIFL) is one of two state hospitals serving our community. The vision of CMHHIFL is to provide the highest quality mental health services to persons with complex, serious, and persistent mental illness within the resources available. Our mission is to support those individuals in achieving their recovery goals and reaching their full potential. CMHHIFL provides inpatient treatment to adult patients, generally between the ages of 18-59. The hospital currently has 154 adult inpatient beds, over seven treatment milieus serving civil and forensic individuals. Medical services, occupational therapy, neuropsychological-rehabilitation services, and trauma-informed care services are available for all patients throughout the hospital.

• Individual dignity and respect
• Person-centered, evidence-based care
• Trauma-informed recovery
• Multidisciplinary collaboration
• Diversity and inclusion
• Strong family and community partnerships

The Program Assistant II works collaboratively on behalf of the Clinical Services Department. The Clinical Services Department consists of psychology, neuropsychology, social work, addiction specialists, occupational therapists, music therapists, and recreation therapists. The Department is responsible for the development and implementation of individualized therapeutic treatment programming, group programming, specialized assessments, continuity of care, reintegration, and discharge planning services. This Department works closely with all patients in our care, their support systems, and community stakeholders to provide high-quality treatment services and support return to an appropriate level of care in accordance with licensing requirements.

Description of Job

You are required to work at your assigned work location during your scheduled work times.

Please note: Work arrangements are subject to change at any time.

This position exists to support the administrative and technical support of the Clinical Services Department, including all department managers as well as the Chief Clinical Officer. The needs of the departments vary and this position works collaboratively with each manager or supervisor to determine which support services are needed and adapts to those needs as work demands fluctuate and department size changes. This position identifies areas in need, provides solutions, and implements the most effective work processes available. The Program Assistant may assist with executing and supporting implementation of various department projects or executive leadership requests, which may include needs assessments, analyzing program data/information, developing guidelines or templates, and identifying the most efficient manner with which to reach completion. Job duties for this position shall include the following: budgeting, scheduling and managing department meetings, facilitating departmental audits, managing workflow for vacancies (hiring, onboarding, and other duties as required), maintaining records for office needs (computer equipment, leases, office space, phones, and other office equipment), maintaining a master scheduling system, timekeeping, and serving as a department liaison for hospital staff. Other duties include:

Clinical Services Program Support

• Provides program assistance and technical support for the department managers and team members.
• Facilitates the development and implementation of plans and procedures directed at ensuring deadlines are met by the departments and departmental goals are met through assessment of existing policy and procedure, use of technical programs and support systems, identification of barriers, independent problem-solving, supporting implementation, and evaluating effectiveness.
• Creates and maintains various databases and organizational systems to ensure secure storage, tracking, and HIPAA compliance on behalf of the departments. Such duties include but are not limited to psychology test file retention and tracking, assisting the Forensic Unit Clinical Services management team with scheduling and other logistics, student record and previous employee record retention, shared drive management and support, supports managers schedules as needed, and supports facilitation, agenda, and minute taking for departmental meetings.
• Synthesizes such data and information into management reports utilized in various meetings, including but not limited to data reports regarding clinical intervention (i.e., group sessions and EHR documentation) and discharge barrier variables.
• Completes general clerical duties, handles mail, routes correspondence, organizes documents, and ensures materials are readily available.
• Serves as the department liaison for hospital staff and represents the clinical department's leadership within the hospital.
• Collaborates and coordinates with the other Program Assistant in the Clinical Services Department and provides back-up coverage as needed.

Staff Liaison For Personnel And Human Resources

• Responsible for the completion of all eClearance and PAF’s for the departments.
• Responsible for completing training as needed within changing systems in order to serve as the primary source of guidance to management and staff with documentation and process needs.
• Expected to facilitate timely, organized, and accurate completion of all such tasks within Division practices.
• Works collaboratively with human resources and the employee labor and relations team to support, facilitate, and track all position postings, applicant materials, interviews, hiring, onboarding, and off-boarding processes.
• Leads the coordination of applicant interviews, storage of their application and interview information, and completion of all new employee orientation needs. In completing such tasks, this position works closely with respective department personnel and efficiently navigates various internal systems.
• Assists in the facilitation of new employee onboarding and orientation across the departments, including information sharing, orientation to the hospital, office supply coordination, and serving as the staff support liaison for administrative-related issues.
• Maintains confidential record-keeping systems for all current employees' licensing requirements and ensures timely submission of annual verification requirements related to licensure, outside employment, etc.
• Maintains the department manager's supervisory files in a secure location and ensures compliance and that updated information is obtained.
• Designated timekeeping duties within the hospital’s system.

Clinical Program Student Training Liaison

• CMHHIFL has a long-standing predoctoral internship program and also trains psychology, social work, and therapeutic activities externship students. Currently, CMHHIFL is partnered with the University of Denver Consortium as a predoctoral psychology internship training location and collaborates with various other institutions for externship-level training across disciplines.
• Supports Clinical Services in coordination of virtual interview scheduling and information dissemination.
• Serves as the contract liaison between CMHHIFL and the universities and supports staff in accurately and efficiently completing and submitting such materials.
• Supports the retention of trainee records and information.
• Responsible for establishing and ensuring successful completion of any documentation needs related to existing CMHHIFL policy and procedure for such training programs.

Clinical Department Budgets

• Provides support to department managers with the oversight of the respective budgets. This includes the development and utilization of organized and efficient tracking systems to support timely and accurate financial information.
• Collaborates with department management and executive leadership in ensuring budgetary expenditures are made in accordance with CMHHIFL policy and procedure and within allocated financial amounts per fiscal year.
• Prepares and verifies receiving reports, completes P-Card purchases, reviews transactions for accuracy, reconciles any discrepancies, and submits all necessary documentation with accurate coding as required and in collaboration with the CFO’s office.

Chief Clinical Officer (CCO) Support

• Provides support to the Chief Clinical Officer.
• Facilitates the development and implementation of plans and procedures to assist the CCO in managing Clinical Services goals and objectives.
• Works in collaboration with the CCO to troubleshoot and problem-solve administrative issues and formulate alternative options for a successful outcome or result.
• Responsible for planning and organizing meetings for the CCO, compiling data, and preparing management reports that assist the CCO in measuring performance.
• Ensures deadlines are met by the CCO and Executive Team and departmental goals are met through assessment of existing policy and procedure, use of technical programs and support systems, identification of barriers, independent problem-solving, supporting implementation, and evaluating effectiveness.
• Creates and maintains various databases and organizational systems to ensure secure storage, tracking, and HIPAA compliance on behalf of the CCO.
• Records retention, shared drive management and support, supporting the CCO schedule, serving as a representative for the CCO and Clinical Services Department, and coordination and collaboration with the other Clinical Services Department Program Assistant and other Executive Team Program Assistants.

Other Duties As Assigned

• Other duties as assigned include hospital-wide ad hoc activities, other departmental support, etc.

Education/Licensure/Certification/Experience

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Five (5) years of relevant experience in an occupation related to the work assigned to this position

Education And Experience

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years

Preferred Qualifications

• Previous State Experience
• Experience with SPMI patient populations, forensic populations, and continuous quality improvement.

Conditions Of Employment

• 2-step TB (tuberculosis) screening is required of all new employees upon hires
• Annual influenza vaccination, COVID, and other vaccinations as required by the State of Colorado.
• Full Background CDHS employees (all Direct contact with vulnerable persons): CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference Checks, Professional License verification (licensure requirements), Drug Screen, PREA (Division of Youth Services), Trails check (direct contact with children), CAPS (direct contact with adults – Mental Health Institutes, Regional Centers, Veterans Community Living Centers).
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:
  • Disclose that information on the application.
  • Explain why the prior termination or resignation should not disqualify you from the current position.
  • Provide your employee number from your prior State employment. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS.

CDHS Selection Process Explanation

• Preferred Qualifications & Competencies:
  • Relevant years of state service experience.

A Human Resources Analyst will review the work experience/job duties sections of the online job application to determine whether your experience meets the minimum qualifications for the position. You must complete the official State of Colorado online application. Cover letters and resumes WILL NOT be reviewed during the minimum qualifications screening process. You must specifically document your work experience and qualifications in the application form. Do not use "see resume" or "see attached."

You must meet the minimum qualifications to continue in the selection process. Part-time work experience will be prorated.

After minimum qualification screening, the comparative analysis process will involve reviewing and rating of all the information you submit. The comparative analysis step may also include your results from standardized testing.

ADA Accommodations

CDHS is committed to a Colorado for ALL qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment. This includes completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to [e-mail].

EEO Statement

The State of Colorado is an equal opportunity employer

We are committed to increasing a “Colorado for ALL" of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities. The State of Colorado believes that a “Colorado for ALL” drives our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

About Us & Benefits

If your goal is to build a career that makes a difference, join the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. Each of us is committed to contributing to a safe and accessible CDHS. In addition to a great location and rewarding and meaningful work, we offer:

• Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401(k) and 457 plans
• Medical and dental health plans
• Employer supplemented Health Savings Account
• Paid life insurance
• Short- and long-term disability coverage
• 11 paid holidays per year plus vacation and sick leave
• State of Colorado Employee BenefitHub Resource Center
• Employee Wellness program
• Excellent work-life programs, such as flexible schedules, training and more
• Remote work arrangements for eligible positions
• *Some positions may qualify for the Public Service Loan Forgiveness Program.

Our Values

• We believe in a people-first approach: We prioritize the needs, well-being, and dignity of the individuals, families and communities we serve. We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide.
• Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.
• We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.
• Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.
• We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.
• Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.