Job Description

University of Hartford



CAPS Office Specialist - TEMPORARY POSITION



FLSA Classification

NE



Reports to

Interim Director, Counseling and Psychological Services



Salary Range

J1



Weeks Per Year



Work Week

40 hours (minimum)



Position Summary

This is a temporary position within Counseling and Psychological Services and is not benefit eligible.



Hiring Range

$19.15 to $24.00 per hour



Key Responsibilities



Manages front desk operations including client check-in/check-out procedures. Coordinates scheduling for multiple clinicians. Triages incoming phone calls, communications and correspondence with discretion and urgency appropriate to departmental needs, including crisis situations. Escalates urgent clinical concerns to appropriate clinical staff immediately. Forwards other questions or issues to proper parties for resolution as necessary and/or appropriate. Provides compassionate, non-judgmental customer service to all visitors, recognizing that individuals seeking services may be in distress.- 40%

Provides timely and accurate administrative support to the counseling center with sensitivity to the clinical nature of the environment. Handles internal and external correspondence from draft to final form, involving department staff and leadership as needed. Takes initiative to answer questions and/or resolve issues of a general or routine nature. Handles sensitive information, including client records, and other protected health information with strict confidentiality in compliance with HIPAA, FERPA, and other applicable regulations.- 30%

Establishes, cultivates and maintains effective working relationships with internal and external constituents including, but not limited to, students, parents, faculty, staff, and the public. Coordinates logistics associated with department meetings, outreach events, training sessions, and/or clinical activities including, but not limited to, scheduling venues, inviting attendees, and/or preparing agendas or materials. Supports wellness programming, crisis response initiatives, and campus mental health awareness campaigns. Ensures post-event follow up actions are taken as necessary and/or appropriate. Provides administrative support for key events.- 15%

Establishes, maintains and continually strives to improve departmental procedures, files and computer systems to support effective clinical operations and/or realize efficiencies while maintaining compliance with all healthcare privacy and security standards. Checks, opens, sorts and distributes departmental mail with attention to confidentiality of clinical correspondence. Maintains departmental office supplies, clinical materials, equipment and/or inventories, reordering as necessary and/or appropriate within established budgetary constraints. Maintains crisis resource materials and ensures emergency protocols are current and accessible.- 10%

Utilizes Banner, the University's database of record, to track budget expenses, perform personnel transactions, process requisitions and payments as well as research information. Maintains financial and budgetary records for the department in compliance with established institutional data integrity standards as well as other related University policies and procedures. Reviews and verifies all appropriate backup documentation is complete in an effort to facilitate timely workflow. Prepares a variety of budget analyses and reports for review. - 5%



Posting Number

PS1158P



Working Conditions



Education



Physical Effort



Special Skills



Desired Start Date



Position End Date (if temporary)



Close Date



Open Until Filled

Yes



Special Instructions Summary