Specialty Clinic Assistant (Administrative Assistant II)

Job Summary:

The University of Colorado, School of Dental Medicine (SDM) is looking for a full-time Specialty Clinic Assistant to support the clinics and pre-doctoral programs. The primary responsibility of this job is to act as a clinical representative and provide customer-service orientated patient support.

We are seeking administrative professionals interested in supporting the SDM in patient intake, scheduling, and clinic operations. We welcome applications from individuals who are collaborative, communicative, caring, detail oriented, organized, proactive, able to think critically, focused on quality, dedicated to personal growth, and highly collaborative. The position is located at the University of Colorado – Anschutz Medical Campus. Hours will be dependent on business need, but typically will be Monday – Friday between the hours of 8:00am and 5:00pm. This position is patient-facing and is an onsite position.

Key Responsibilities:

• Greet and assist virtual, phone and walk-in patients, their guests/families; Provide exceptional customer service to the 250+ patients seen daily.

• Answer all incoming calls and disseminate appropriately to the correct person or department; page students, staff and faculty and takes messages as necessary.

• Work with patients, students, coordinators, faculty and/or staff to schedule and troubleshoot and/or resolve scheduling issues.

• Monitor patient check-in and check-out.

• Identify intake and scheduling trends and provide feedback to supervisor to improve school and clinic operations, workflows, and policies.

• Handle patient inquiries/concerns and provide information regarding SDM clinic and school policies, workflows.

• Maintain, retrieve, and facilitate the release of confidential patient records including updating patient information and signatures – as necessary.

• Register new patients in electronic health records.

Work Location:

Onsite – this role is expected to work onsite and is located in Aurora, CO.

Why Join Us:

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation and sick leave! The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options

• Dental: Multiple plan options

• Additional Insurance: Disability, Life, Vision

• Retirement 401(a) Plan: Employer contributes 10% of your gross pay

• Paid Time Off: Accruals over the year

• Vacation Days: 22/year (maximum accrual 352 hours)

• Sick Days: 15/year (unlimited maximum accrual)

• Holiday Days: 10/year

• Tuition Benefit: Employees have access to this benefit on all CU campuses

• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

Qualifications:

Please make sure to include the following in your resume: job title, duties, months and years employed, and average hours worked per week as minimum experience is calculated on a 40 hour/week basis.

Minimum Qualifications:

• Two (2) years of general clerical experience or administrative experience.

  • Substitution: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to two (2) years.

Colorado law requires that candidates for state government jobs be residents of Colorado at the time of Application.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• Three (3) years of general clerical experience or administrative experience.

• Experience working with faculty, staff, and students in an academic, medical, and/or dental environment.

• Experience working in a dental or medical office environment.

• Experience with internal processes and electronic filing systems.

• Bilingual in English and Spanish

Knowledge, Skills, and Abilities:

• Knowledge of administrative and clerical procedures and systems (i.e., managing files and records, designing forms, and other office procedures)

• Strong time-management skills and an ability to organize and coordinate multiple concurrent activities and projects.

• Ability to analyze, interpret, and evaluate a broad range of laws, rules, and regulations in order to exercise good judgment in application.

• Demonstrated knowledge of dental terminology, dental coding, and clinical patient health records systems (e.g., axiUm, EPIC).

• Developed knowledge and experience in using Microsoft Office Suite (i.e., Outlook, excel, word, PowerPoint, TEAMS) and other business applications and office productivity tools (i.e., multi-phone system, cloud business applications, Zoom, CU university resources, websites/tools, and mobile technologies).

• Knowledge of the professional standards, concepts, and practices of office administration, customer services, community engagement, and student support services.

• Ability to communicate effectively, both in writing and orally, including public speaking.

• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.

• Knowledge of applicable Federal and State laws and regulations.

• Ability to maintain a high level of confidentiality while working with sensitive information.

• Ability to take initiative with daily work activities and collaborates to create a positive effect on team performance.

• The ideal candidate for this position will be a detail oriented, dedicated and professional individual.

How to Apply:

Questions should be directed to: Traci Wells, Traci.Wells@CUAnschutz.edu

Application Materials Instructions:

APPLICATION DEADLINE: This announcement is open until 9/1/25

To apply, please submit the following materials to this posting:

• A cover letter and resume that specifically addresses the job requirements and outlines your qualifications.

Special Instructions to Applicants

Classified Staff positions have specific application requirements:

• Submit all required documents indicated in this posting and include a current email address and phone number.
• Please address minimum qualifications, competencies and preferred qualifications in your cover letter, as these along with previous work experience will be used in the assessment process.
• Click here to view Veteran and other General Information regarding Classified Staff positions: https://www.cu.edu/cu-careers/special-instructions-classified-staff-applicants

For those who meet minimum qualifications, the comparative analysis process will include one or all of the following:

• Preferred Qualifications Application Review based on the preferred qualifications listed in the posting.
  • Candidates will be evaluated and rated against the preferred qualifications based on information submitted within their application materials. Note: Candidates are not physically present for this portion of the comparative analysis.
• Interviews based on the job requirements, preferred qualifications and competencies listed in the posting.
  • Candidates will be evaluated, scored and ranked based on oral responses
  • Interviews may be over the phone, videoconference or in-person

You will be notified via email if the comparative analysis process changes or includes additional assessment tools other than those listed above.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $3,321 – $3,852.60 per month ($39,852- $46,231 per year).This position is eligible for overtime compensation.

The above hiring range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

If you have prior state-classified service in the same class series as this position, your pay may be set at a higher amount per the state Step Pay Program implemented on July 1, 2024. For more information about the Step Pay Program, please visit the 2024 Step Pay Program for State of Colorado Employees jobs-near-me.org DHR.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator: http://www.cu.edu/node/153125

Equal Employment Opportunity Statement:

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.

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu.

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students, and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program.