Clinic Operations Manager

Apply now Job no: 494499
Work type: Staff Full-Time
Location: Denver, CO
Categories: Human Resources, Accounting / Finance, Student Affairs / Services, Business Operations / Services, Admin / Executive / Office Support

At the Graduate School of Professional Psychology (GSPP), our goal is to transform the way we think about and approach mental health and wellness. We do so through groundbreaking academic programs and experiential training that aims to ensure we can better meet the needs of the communities we serve. We are dedicated to developing exceptional practitioners and scholars by offering a well-rounded approach to education. Every single one of our programs blends valuable academic offerings, intensive field-based training, cutting-edge applied research, and constructive community engagement. Our academic programs are rooted in our history of service and have developed over time to meet the growing needs of society. For more information please visit http://psychology.du.edu.

As part of our training model, GSPP offers a broad range of confidential and evidence-based mental health care to the Denver community through multiple specialized clinics. Our Professional Psychology Clinic (PPC) has provided low-cost, high-quality psychological services to the Denver community for over 30 years. The PPC is one of the largest psychology training clinics in the United States, with more than 200 students providing more than 11,000 hours of therapy and assessment services each year. In addition, GSPP has multiple specialized clinics, including: the Caring for yoU and Baby (CUB) Clinic; the Center for Performance Excellence (CPEX); the Denver Forensic Institute for Research, Service, and Training (Denver FIRST); the Sturm Center; and the Trauma and Disaster Recovery Clinic (TDRC). One way that these clinics provide services is through contracts, external and grant funding, including to survivors of torture and justice-involved youth.

GSPP seeks to train students to provide culturally competent services to clients and the community. GSPP is committed to building a diverse and inclusive educational environment and encourages applications from individuals with minoritized identities. GSPP endeavors to create an accessible, affirming, and safe climate by actively engaging in the process of systemic transformation and accountability.

Position Summary

GSPP seeks a Clinic Operations Manager to support our student training clinics. A primary part of this role includes managing a student workforce, including scheduling, payroll, and professional development. In addition, this position will engage in collaborative problem-solving and will implement solutions working across multiple teams, clinics and departments. This role will liaise between multiple clinics and between the clinics and the operations team. This position will work closely with the PPC Director to monitor and support compliance with clinic policies, documentation and procedures. This full-time, benefited position will largely work on campus, with the possibility of being able to perform some work remotely.

Essential Functions

Human Resources:

  • Manage all aspects of the employment of approximately 30+ part-time student employees called Clinic Assistants (CAs), including but not limited to recruiting, hiring, processing hiring paperwork, communicating with operations team on onboarding processes, training, shift scheduling, editing and approving timecards, monitoring work, delegating both long and short-term tasks, evaluating performance, determining wage increases, and termination of employees, as needed, and act as a liaison between the PPC Director, Clinic Directors and CAs.
  • Manage all administrative aspects of the tracking and processing of community supervisors, including processing hiring or contract paperwork, supervisor credentialing, tracking supervision assignments and changes, sharing information with relevant parties, creating Titanium accounts and resetting passwords, delivering prepared training materials, and processing payments.
  • Keep clinic policies and procedures up-to-date in all disseminations. Manage tools for tracking compliance with clinic policies and procedures. Implement solutions for increasing compliance.
  • Review bi-weekly and monthly payroll reports of CAs to ensure accuracy.
  • As clinic projects grow or are developed, support the human resources and needs of these projects.

Finances:

  • In collaboration with the Billing Coordinator, ensure that clinic finances are handled appropriately. This may include cross-training to make journal entries to ensure appropriate revenue tracking, tracking insurance invoices and payments, etc.
  • Track and deposit cash and check payments on campus.
  • Manage purchases, submit expense reports, and manage the payment of invoices for contract personnel and outside services.

Facilities and Technology:

  • Liaise with the Information Technology (IT) department to manage recording software.
  • Liaise with the operations team to manage other technology issues, including provisioning, access, etc.
  • Manage storage and access for all physical materials in the clinic, including furniture, in collaboration with clinic personnel and the Building and Operations Coordinator.
  • Liaise with the Building and Operations Coordinator to address facilities-related issues.
  • Assist student clinicians, Clinic Assistants and supervisors with minor technology issues and password resets.

Project Management and Process Improvement:

  • As directed by the PPC Director, manage special projects for clinics, particularly around innovative programs. Oversee delegation of associated tasks to CAs.
  • Collaborate with clinic and operations team personnel to develop and implement process improvements.

Paperwork and Audits:

  • Manage implementation of auditing processes and supervise CAs conducting audits.
  • Manage (under supervision of PPC Clinic Director) external audits, including the Office of Behavioral Health, Medicaid, and other funding sources.
  • Assist GSPP Clinic Directors/Managers with audits related to training students.
  • Assist PPC Director with submission of completed paperwork in compliance with deadlines.
  • Notarize clinic documents, as needed.

Customer Service:

  • In conjunction with CAs, provide high-quality customer service to training clinic clients.
  • Assist PPC Director with addressing client complaints/grievances.
  • In conjunction with CAs, provide accurate information to clinic clients.

General Operations:

  • Serve as primary communications link between clinics and operations team and staff to promote excellent collaboration.
  • Participate in specialty clinic meetings as representative of PPC Director and as representative of operations team.
  • Liaise with the Clinic Directors/Managers to understand specifics of each clinic.
  • Cross-train with clinic staff and operations staff to provide backup coverage as needed.
  • Develop business operations continuity plans for clinic operations, including documentation of all position duties and processes.
  • Other duties as assigned.

Knowledge, Skills, and Abilities

  • Strong written and verbal communication skills.
  • Exceptional organizational skills.
  • Ability to manage student employees and liaise with community supervisors.
  • Ability to navigate multiple teams and competing priorities with professionalism.
  • Ability to quickly adapt to change.
  • Ability to attend to details.
  • Ability to learn HIPAA-compliance.
  • Ability to foster a positive work and clinic culture for individuals from diverse backgrounds.
  • Intermediate to advanced level computer skills, including familiarity with MS Office products, Zoom, and ability to learn electronic health record systems.

Required Qualifications

  • 3+ years relevant experience in office management.
  • Associates degree or equivalent training and experience.

Preferred Qualifications

  • 5+ years relevant experience in office management.
  • Experience in a healthcare setting.
  • Experiencing managing student employees or contract personnel.
  • A four-year degree in a related field or equivalent training and experience.

Work Schedule
Monday - Friday, 8:00 a.m. - 4:30 p.m.

Application Deadline
For best consideration, please submit your application materials by 4:00 p.m. (MST) on Sunday, November 28th.

Special Instructions
Candidates must apply online through jobs.du.edu to be considered. Only applications submitted online will be accepted.

Salary Grade Number
The salary grade for the position is 10.

Salary Range
The salary range for this position is $63,000 - $68,000.

The University of Denver has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The University may ultimately pay more or less than the posted compensation range. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, but not based on a candidate’s sex or any other protected status.

Benefits
The University of Denver offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO pass. The University of Denver is a private institution that empowers students who want to make a difference. Learn more about the University of Denver.

Please include the following documents with your application:
1. Resume
2. Cover Letter

The University of Denver is an equal opportunity employer. The University of Denver prohibits discrimination on the basis of race, color, national origin, age (40 years and over in the employment context), religion, disability, sexual orientation, gender identity, gender expression, genetic information, marital status, veterans status, and any other class of individuals protected from discrimination under federal, state, or local law, regulation, or ordinance in any of the university's educational programs and activities, and in the employment (including application for employment) and admissions (including application for admission) context, as required by Title IX of the Education Amendments of 1972; Title III of the Americans with Disabilities Act of 1990, as amended in 2008; Section 504 of the Rehabilitation Act of 1973; Title VI and VII of the Civil Rights Act of 1964; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; and any other federal, state, and local laws, regulations, or ordinances that prohibit discrimination, harassment, and/or retaliation. For the university's complete Non-Discrimination Statement, please see non‑discrimination‑statement.


All offers of employment are contingent upon satisfactory completion of a criminal history background check.

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