Posting Detail Information

Working TitleHealth Education & Prevention Services Administrative Specialist

Position LocationFort Collins, CO

Work LocationPosition is fully in-office/in-person

Research Professional PositionNo

Posting Number202401249AP

Position TypeAdmin Professional/ Research Professional

Classification TitleTechnical/Support III

Number of Vacancies

Work Hours/Week40

Proposed Annual Salary Range$50,000 - $55,000; Salary is commensurate with experience and qualifications.

Employee Benefits

Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment todiversity, equity and inclusion (https://inclusiveexcellence.colostate.edu/about/) , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

• Review our detailed benefits information here. (https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-afap.pdf)

• Explore the additional perks of working at CSU here.

• For the total value of CSU benefits in addition to wages, use our compensation calculator (https://hr.colostate.edu/total-compensation-calculator/) .

• Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in (https://hr.colostate.edu/prospective-employees/our-community/) !

Desired Start Date

Position End Date (if temporary)

To ensure full consideration, applications must be received by 11:59pm (MT) on07/28/2024

Description of Work Unit

Patient Access, and Registration Services

Patient Experience, Access, and Registration Services at the CSU Health Network provide a crucial link between the students and clinical staff of the Health Network. Essential duties include providing excellent customer service, referring patients and visitors to the appropriate departments, scheduling appointments for patients according to established policies and procedures, entering and verifying insurance and working collaboratively with all health network staff. The Patient Access & Registration staff strive to foster an environment which promotes patient comfort and trust and always exemplify the core values and missions of the organization. The Patient Access & Registration department provides services between the hours of 8:00 am – 5:00 pm Monday-Friday, providing attractive work schedules for staff.

CSU Health Network

The CSU Health Network ( CSUHN ) at Colorado State University provides a full range of cost-effective mental health and primary care medical services on campus, referral for community specialty care, and comprehensive health education and prevention services programming. Services such as physical therapy, dentistry, and optometry are available. The CSU Health Network is active in creating a healthy campus environment to support learning and success. For more information about the CSU Health Network at Colorado State University, seehttps://health.colostate.edu/

Why work at Colorado State University?

CSU was recently ranked first among Colorado-based educational employers and fifth among all in-state employers in Forbes magazine’s “America’s Best Employers by State!”

We are looking to add individuals to our team who have the following characteristics:

• Confidence – they expect success in what they do

• Compassion – they have genuine care and concern for others

• Commitment to Inclusive Excellence – they engage principles of diversity, equity, inclusion, and justice in all they do, valuing a supportive community where everyone’s contributions are valued, and all voices are heard

• Empowerment – they use their knowledge and skills to adjust, change, and improve daily tasks/work for themselves and others

• Integrity – they are honest, and others trust them

• Responsibility – they take ownership of decisions and actions

Our Investment in You

Colorado State University ( CSU ) is committed to providing employees with a strong and competitive benefits and well-being package that supports you, your health, and your family.

These CSU resources help with many aspects of your life – financial, physical, emotional, family, workplace wellness. These resources are part of our investment in you.

Employees are benefits eligible when working a minimum of 20 hours per week; benefits outlined below reflect full-time status of 40 hours per week; some benefits would be prorated for part-time status.

• Attractive Monday-Friday work schedule

• Inclusive leave programs and benefit options including:

• Paid time off to include 24 vacation days, 15 sick days, 11 paid holidays, annually

• Medical, Dental, Vision, Life, Disability, Parental Leave, work/life resources, and more

• Robust Employee Assistance Program ( EAP ) for your overall well-being

• Discounted staff memberships in campus recreation center

• Employee Study Privilege (prepaid courses up to 9-semester credits per year)

• Tuition Scholarships (up to 50% for eligible family members)

• No cost employee growth opportunity through CSU Talent development

• After-school programs and summer camps for kids

• Community Discounts

• No cost MAX transit use with CSU identification

For more detail about these and other Health and Welfare benefits and Commitment to Campus programs, visit our CSU Well-Being Hub athttps://hr.colostate.edu/well-being-hub/and our Benefits programs for Administrative Professional employees:https://hr.colostate.edu/current-employees/benefits/afap/.

Retirement Programs

While employees of CSU do not contribute to Social Security, the University and the state of Colorado offer competitive retirement plans. As a condition of employment and required by Colorado law, employees are required to participate in either the University’s Defined Contribution Plan ( DCP ) or the Public Employee’s Retirement Plan ( PERA ) of Colorado. Each plan offers a generous employer match between 10% – 21%. For more information, visit:https://hr.colostate.edu/current-employees/benefits/afap/retirement/.

Top Public Research University

Colorado State University is one of the nation’s top public research universities and an institution on the rise. In the last decade, CSU has:

• Produced record enrollment

• Built on all-time highs in student diversity and student success

• Delivered groundbreaking research driven by a highly productive faculty

• Revitalized campus through a transformational building campaign

• Shaped an unrivaled learning environment where nine of 10 recent graduates say they would choose CSU again and rate their education as excellent

Campus Culture and Principles of Community

Colorado State University has a campus culture that is driven by a desire always to do better and a vision to be the best place to learn, work, and discover. Our Principles of Community – Inclusion, Integrity, Respect, Service, and Social Justice – reflect our core values and support CSU’s mission and vision of access, research, teaching, service, and engagement. Each member of our community has a responsibility to uphold these principles when engaging with one another and acting on behalf of the University. For more information visit:https://hr.colostate.edu/prospective-employees/our-people/.

Tobacco and Smoke-Free

Colorado State University is a tobacco and smoke-free campus. For the health of our university community, the use of smoking, vaping or tobacco products is prohibited on CSU grounds or in buildings.

Live in Fort Collins

Fort Collins has been home to CSU since the University’s inception in 1870. It is a vibrant, friendly city of 161,000 tucked against the foothills of the Rocky Mountains in Northern Colorado, 60 miles from Denver. The strong local economy is noted particularly for a broad range of outdoor activities and a thriving arts and entertainment industry.

Position Summary

The Health Education and Prevention Services ( HEPS ) Administrative Specialist supports the CSU Health Network by providing administrative, budget reconciliation and customer service for the Health Network’s HEPS department, as well as may cross train and assist in other reception areas in the Health Network. This position maintains a high level of professionalism and accountability managing the Health Network’s Information Desk and Reflection Space, supervising student assistants, as well as providing search support for the organization.

The Health Education and Prevention Services ( HEPS ) Administrative Specialist is a full-time, 12-month position, working during the hours of 8:00 am – 5:00 pm, Monday-Friday, in person only. This position reports directly to the Access & Registration Manager.

Required Job Qualifications

Education

• High School Degree or High School Equivalent

Experience

• Three years of administrative experience in a health care or public health setting with a demonstrated passion for health education and/or prevention

Preferred Job Qualifications

Experience

• Experience providing administrative assistance for health education and/or health prevention services

• Two plus years of supervisory experience including, recruitment, candidate selection, training, managing workflow, coaching, creating and managing team schedules, performance evaluation and feedback and conflict management

• Experience with data entry, editing and proofing abilities, with high attention to detail

• Experience collaborating multidisciplinary teams

• Experience and ability to manage and coordinate schedules

• Experience with HIPPA and FERPA

Knowledge, Skills, Abilities and Other Characteristics

• Strong listening, verbal, and written communication skills

• Excellent relationship building and customer service skills with a focus on collaboration, inclusion, and service

• Strong problem solving skills

• Ability to work in a professional and confidential capability

• Ability to use judgment to prioritize workload and effectively complete work independently

• Exceptional interpersonal relations and conflict management resolution skills

• Values working as part of a professional team and actively supports healthy team dynamics

• Ability to analyze policies, programs and initiatives to make recommendations for quality improvement

• A personal or professional commitment to diversity, equity, and inclusion through active planning and purposeful effort

Diversity Statement

Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties

Job Duty CategoryHealth Education and Prevention Services (HEPS) Administrative Functions

Duty/Responsibility

• Provides workshops, trainings, events, outreach and class preparation support.

• Assists with scheduling, room and reservations, and audio-visual needs.

• Provides data entry, report writing, copying, scanning, faxing, collating, proofing and editing support.

• Assists with Narcan, Fentanyl Testing Strips and Sexual Health Supplies distribution, as instructed.

• Takes HEPS department, Substance Misuse Prevention and other committee meeting minutes, reviews with meeting lead, makes updates, provides final minutes to lead for distribution and posts to PowerDMS, the CSU Health Network’s document management system, HEPS department shared drive, or as directed. Maintains confidentiality of meeting discussions. Assures minutes are completed and shared within a week of meetings.

• Assists with survey loading into selected delivery platform, data pulling and data reporting.

• Manages the CSU Health Network email account, reviewing and responding daily. This includes reviewing student requirement and recommendation emails and responding or coordinating with the appropriate party to response, as well as receiving presentation, training outreach, resource fair, etc. email requests and distributing requests to the designated staff for fulfillment.

• Sends correspondence emails, including new student requirement and/or insurance related to identified student groups, as instructed by area CSU Health Network Managers.

• Sends initial SilverCloud mental health and well-being skill building module invitations to students referred from Counseling Services and other campus areas and matches to appropriate SilverCloud coach.

• Conducts a content review of YOU@CSU portals (student and employee versions) and HelpCompass resource navigation tool, following set protocol and works with the appropriate parties to update by August 1.

• Assists HEPS Director and Managers with area related CSU Health Network website review and assures updates are made to site pages.

• Maintains department telephone tree and manages voicemail.

• Manages department Zoom video conferencing and CSU Health Network Acuity event registration system accounts and trains staff on use.

• Supports HEPS Director in coordinating logistics for team meetings, trainings, teambuilding, connections, celebrations and birthday honoring opportunities.

• Updates at the beginning of each semester and distributes (1) student staff welcome signs, (2) department contact/emergency list, (3) department listserv and (4) Strengths Quest roster and posts in workroom.

• Assures staff members checkout their workstation keys and those keys are returned at the end of their time with HEPS , managing the paperwork for this process.

• Assures department office and cleaning supplies are stocked.

• Manages department facilities and custodial requests with HEPS Director.

• Maintains HEPS bulletin boards and keeps storage/workroom organized with items off the floor and office shipping box free for accreditation compliance.

• Maintains HEPS Administrative Specialist manual.

• Evaluates position processes and makes recommendations for change.

• Develops and maintains relationships to execute duties.

• Maintaining an ongoing presence at the HEPS reception desk.

• Participates in the CSU Health Network’s quality improvement program and accreditation activities.

• Maintains proficiency in PyraMED (electronic appointment scheduling and health records system), PowerDMS (document management system), Kuali (accounting system), Aires (student data base system), Campus Labs (surveying system), Zoom (video conferencing), Acuity (event registration program), Menimeter (polling system), Microsoft Office Suite related to job responsibilities.

• Reconciles monthly program areas’ operating expenses spreadsheet, using monthly detail report and Kauli accounting system.

• Coordinates HEPS department food, incentive requests and payments, miscellaneous and communications/marketing purchasing, following policies and procedures. Picks up related items and delivers. HEPS director approval of budget requests and expenditures.

• Helps assure HEPS team is following purchasing procedures.

• Other responsibilities as assigned by manager.

Percentage Of Time50%

Job Duty CategoryManagement and Supervision Duties

Duty/Responsibility

Work Culture

• Promotes the mission, vision, and purpose of CSU Health Network.

• Communicates organization and department information and strategic plans.

• Nurtures diversity, equity, inclusion, and justice within the work environment.

• Ensures staff upholds CSU Principles of Community with engaging with one another – inclusion, integrity, respect, service, social justice.

• Supports staff identification of development opportunities for professional growth.

• Encourages team and individual accomplishment.

Supervision of Information Desk Operations

• Hires staff and orients, trains, and tracks progress of new employee integration.

• Assists new hires in acclimating to their space, sets up phone extension, and supports the process of settling into their new role.

• Establishes work quality/quantity standards from which to evaluate department and staff performance.

• Sets employee goals, monitors performance and behavior; creates and communicates performance ratings and feedback.

• Manages employee performance through clear expectations, interactive communications, guidance and support, constructive and timely feedback; corrective communications and actions.

• Facilitates performance appraisals according to State and/or University requirements.

• Reviews employee’s schedules to maintain continuous coverage of the information desk. Serves as Information Desk back up when there are staffing shortages.

• Documents employee performance and behavior to carryout corrective and/or disciplinary actions.

• Helps to resolve problems/conflicts and ensures compliance with policies and performance standards.

• Manages Information Desk supply and maintenance requests.

• Audits reports and uses the data to make decisions on whether or not to redirect resources or modify processes.

• Updates policy and procedure manuals for CSUHN Information Desk.

Manages the Still Point Reflection Space Operations, including:

• Assuring the space description, guidelines and directions are up-to-date on the CSU Health Network website and related space signage is up-to-date.

• Maintains space audiovisual, lighting, furniture and equipment and equipment-related reservation systems.

• Assures relaxation pod is serviced yearly.

• Monitors and stocks space related supplies.

• Trains Information Desk staff on space opening and closing procedures, reinforcing guidelines for use with patrons, operating the lighting system, daily cleaning and booking/use of the relaxation pod and biofeedback technology with the Manager of Well-Being.

• Helps promote advertisement of the space with CSU Health Network Communications.

• Reports out annually space and related-technology utilization through HEPS .

Percentage Of Time30%

Job Duty CategoryCSU Health Network Support

Duty/Responsibility

Cross train in various CSU Health Network department front desk areas

• Greets staff and visitors and assessing their needs.

• Answering questions (in person, phone, e-mail, etc.) or redirecting to the appropriate staff

• Upholding a high level of confidentiality, sensitivity and helpfulness.

• Schedules, intakes and help check in patients as needed.

Serves various roles on an Administrative Professional Selection Committee; Search Support, Committee Member, Hiring Authority, or Search Chair. Duties may include:

• Coordinates search committee meetings and schedules employee calendars.

• Posts job announcements to agreed-upon posting sites.

• Develops and maintains candidate files and record keeping throughout the search process; submits finalized search file to CSU Health Network HR to archive according to retention guidelines.

• Creates timeline and tracks progress.

• Reserves meeting rooms and arranges for use of equipment, secures catering and selects menus.

• Completes committee meeting minutes, including justification for applicant status changes.

• Moves applicants through the CSU Talent Management System based on disposition.

• Corresponds with applicants.

• Arranges finalist travel and hotel accommodations.

• Creates telephone and campus interviews agendas, prepares evaluation forms and other documents with committee.

• Sends regret letters and completes close out paperwork.

Additional Support

• Participates in committees in the organization as directed or by preference with management approval.

• Maintains a knowledge base and summary of CSU Health Network, HEPS , and other campus and community program and services and frequently asked questions for reference and assisting with response.

• Participates in quality improvement initiatives to enhance the quality of position processes and programs

• Other duties as requested by Management for which the position is qualified.

Percentage Of Time20%

Application Details

Special Instructions to Applicants

CSU is committed to full inclusion of qualified individuals. Applicants needing assistance to submit application materials may contact Tammy Roehrich at Tammy.Roehrich@colostate.edu.

Complete applications must include:

• Cover letter addressing Required Job Qualifications, Preferred Job Qualifications and Essential Job Duties

• Resume

For full consideration, complete applications must be received by 11:59 pm Mountain Time on Sunday, July 28, 2024.

References will not be contacted without prior notification of candidates.

Applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Application materials will be held in confidence by the Search Committee through semi-finalist interviews. Confidentiality of application materials detaches at the point where a candidate accepts participation in a finalist interview. At that time, redacted application materials are shared with campus stakeholders when invited to participate and give feedback to the Search Committee.

Conditions of EmploymentPre-employment Criminal Background Check (required for new hires), Special Requirements/Other - Health Network follows CDC guidelines for Employee Health in a healthcare setting, including proof of vaccinations. Employees must show proof of compliance/willingness to comply by start date.

Search ContactTammy Roehrich, tammy.roehrich@colostate.edu

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. TheOffice of Equal Opportunity (https://oeo.colostate.edu/) is located in 101 Student Services.

The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715,titleix@colostate.edu.

The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836,oeo@colostate.edu.

The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836,oeo@colostate.edu.

Any person may report sex discrimination under Title IX to theOffice of Civil Rights, Department of Education (https://www2.ed.gov/about/offices/list/ocr/docs/howto.html) .

Background Check Policy Statement

Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

References Requested

References Requested

Minimum Requested3

Maximum Requested3

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Do you have a High School Degree or High School Equivalent?

• Yes

• No

• • Do you have three years of administrative experience in a health care or public health setting with a demonstrated passion for health education and/or prevention?

• Yes

• No

Applicant Documents

Required Documents

• Cover Letter

• Resume

Optional Documents