Job Details

Administrative Assistant II

Position Number: 6725158
Location: Boulder, CO
Position Type: Secretary and Administrative Assistants

Administrative Assistant II

Requisition Number: 68656
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 01-Dec-2025
Date Posted:

Job Summary

The Department of Counseling and Psychiatric Services (CAPS) at the University of Colorado Boulder is searching for an Administrative Assistant II! This role is responsible for providing a broad range of administrative support functions for CAPS clinics, embedded CAPS offices, and the main office at the Center for Community (C4C). Duties include answering phones, scheduling appointments, providing customer service to students in-person and electronically, entering patient information into the electronic health record, and assisting with other front office needs and projects. This position provides efficient, friendly, and confidential customer service to CU students, parents, and faculty and staff as needed.Besides the above administrative support duties, the role also performs the below duties:

Notify the Assistant Director of Clinical Operations of necessary policy updates, clinic procedures, and other information.
Provide training for new and existing employees on front office duties and MediCat utilization.
Manage and oversee all of CAPS scheduling and booking needs, including setting up and organizing CAPS' workshops and groups schedules and rosters, setting up provider's schedules on MediCat each new semester and providing feedback to the Lead's Team for any urgent modification needs on scheduling based on patients' wait time throughout the year, and organizing department's internal communication including newsletter, announcements, physical marketing materials.
Assist in recruitment and hiring endeavors, including applicant review, interview, onboarding.
Assist in creating procedures and policies around office management and clinic operations/patient flow.

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Who We Are

CAPS furthers the well-being of students and helps them succeed by providing a full range of clinical mental health services, consultation, and outreach to the campus community. We also offer outstanding training to the next generation of mental health providers. CAPS is a multicultural, multidisciplinary, and multi-theoretical staff. We are committed to affirming diversity and seek to provide a safe and welcoming environment for everyone we serve.

What Your Key Responsibilities Will Be

Front-line Reception and Office Operations

Provide daily front office reception, including answering telephones, directing callers, scheduling appointments and updating computerized appointment schedules from written and/or verbal directions.
Greet and check-in patients as needed, with particular emphasis on creating a warm, welcoming and safe environment with responsive, confidential, high quality customer service for CAPS clients.
Inform students about covered services and services offered at CAPS. Help students navigate scheduling and answer questions as needed.
Call clients on waitlists as appropriate.
Establish relationships with CAPS staff, offering support to counselors related to client flow.
Serve as a liaison and scheduling assistant to Psychiatry team.
Manage end of day duties for transferring communication systems over to after-hours services and closing the office.
Use and train others in clinic on all office equipment.
Provide cross coverage to various clinic locations as needed.
Enroll and/or refer students to appropriate groups, workshops or other campus offices.

Schedule/Records/Communications

Process documents requiring scanning into patient's electronic medical records (EMR). These include documents arriving by fax, mail, and created in CAPS, or hand delivered. Maintain daily functions related to walk-in procedures (e.g. opening new files, uploading records into MediCat, scanning attachments).
Partner with Groups Coordinator and Assistant Director of Embedded team to plan, implement, and publish CAPS Groups, Workshops, Let's Talks, Outreaches.
Primary administrative point of contact for referral and network development with potential providers and providers already listed on referral database.

What You Should Know

This position will work in a hybrid work modality but will primarily be in-person. The role has an anticipated work schedule of Monday through Friday during regular business hours, and is not expected to work University recognized holidays, weekends, or evenings, and will not be on call at any time.

What We Can Offer

The salary range for this position is $39,312 - $40,622 annually.

Benefits

At the University of Colorado Boulder, we are committed to supporting the holistic health and well-being of our employees. Our comprehensive benefits package includes medical, dental, and retirement plans; generous paid time off; tuition assistance for you and your dependents; and an ECO Pass for local transit. As one of Boulder County's largest employers, CU Boulder offers an inspiring academic community and access to world-class outdoor recreation. Explore additional perks and programs through the CU Advantage program.

Be Statements

Be engaged. Be positive. Be Boulder.

What We Require

Two years of general clerical experience. Appropriate education will substitute for the required experience on a year-for-year basis.
Customer service experience.

What You Will Need

Highly personable and customer service-oriented approach.
Excellent verbal and written communication skills.
Great work ethic, dependability, team-orientation, and highly accountable.
Passion for helping students in a mental health capacity.
Data collection and analysis skills.
Knowledge of confidentiality and handling confidential information in a medical setting.
Training and/or supervision skills.
Knowledge working with electronic medical records and managing multiple providers' schedules.
Experience with computer programs including Word, Excel, electronic medical records or mental health software, and websites.
Highly organized.
Ability to create, modify, and manage multiple providers' schedules.
Ability to actively problem-solve in a calm, professional manner.

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by December 1, 2025 for consideration.
Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Administrative-Assistant-II/68656