Program Assistant II - Clinical Services Department at Fort Logan

Program Assistant II

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:

• 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.