Office Manager

Office Manager I/Office Manager

UCCS Aging Center, Psychology Department

Elevate Your Career at UCCS: Innovate, Inspire, and Impact in the Rockies!

Who We Are

The University of Colorado Colorado Springs (UCCS) is a premier educational institution that prides itself on academic excellence, research, and community engagement and is actively seeking an Office Manager at the Aging Center to join our team! UCCS offers a diverse and inclusive learning environment that fosters innovation, growth, and the holistic development of its students. The work location for this position is on-site. This position is Exempt from the Fair Labor Standards Act (FLSA) overtime provisions.

At the base of the Rocky Mountains, Colorado Springs is captivated by its stunning landscapes, making it a paradise for nature lovers. This city is more than its scenery-a mosaic of history, arts, and a vibrant tech scene. We invite you to join a community that cherishes outdoor adventure as much as forward-thinking growth, an exceptional setting for both career and lifestyle.

Salary/Pay Range: $45,588 - $62,880 annually. Compensation will be commensurate upon experience and qualifications.

Benefits at a Glance

At UCCS, our employees are our most valued asset. We're proud to offer:

• Generous Time Off: Enjoy 22 vacation days, 10 sick days, paid parental leave, 13 recognized holidays, and provisions for bereavement, jury duty, and FAMLI Leave.
• Robust Health Coverage: Our comprehensive medical plans cover preventative care at no cost, including a yearly mental health visit. Plus, benefit from affordable dental, vision plans, and competitive prescription drug prices.
• Financial & Retirement Benefits: Take advantage of our health savings, flexible spending accounts, and life and disability insurance. Plan for your future with our retirement options.
• Further Your Education: Avail nine waived credits per academic year for courses at any CU campus. We invest in your educational and professional growth.
• Wellness & More: From wellness programs aimed at achieving your best self to various additional benefits through CU Advantage, we prioritize well-being and holistic development.
• Want to know your total compensation? Use our calculator to get the complete picture!

Summary

The UCCS Aging Center is seeking an Office Manager for a full-time position. The Office Manager will manage the business and insurance operations of the UCCS Aging Center, the graduate training mental health clinic for older adults.

Essential Functions

The duties and responsibilities of the position include, but are not limited to:

• Manage AAA (Area Agency on Aging) contract data collection including tracking, entering, and reporting service hours for SUDS (AAA system) database, OSP (Office of Sponsored Projects) and department manager.
• Handle communication (phone, mail, email) serving as contact for students, faculty, staff, and external partners (e.g., responds to inquiries about services, training, and research opportunities; provides detailed descriptions of services and eligibility).
• Report financial data for services provided.
• Responsible for all clinic users of the Electronic Health Records system, Titanium: assist students on the use, set up new and close user accounts, maintain database, manage passwords, and conduct program updates.
• Update client fee scale, invoice clients, deposit payments, manage credit card processes, reporting, and reconciliation.
• Responsible for insurance contractor setup and their payments as well as additional pay setup and calculation for licensed staff clinicians.
• Manage insurance business at the Aging Center including the processing of all insurance payments for deposit to Aging Center accounts, reconciling payments with Electronic Health Records system, auditing for missing or outstanding billing and payments, working with external billing vendor for billing or payment errors, ensuring that electronic transfer payments are accurate with services bill based on medical codes.
• Manage copy machine contract and process payments for monthly copies, provide detailed usages by copy code for charging appropriate funds.
• Manage building and clinic security access for Aging Center, which includes assigning keys to students and employees, authorizing access on the entrance keypads, knowing who is allowed access to which parts of the clinic based on a pre-determined list.
• Serve as Information Technology support for Aging Center computers by ensuring units are in good working order, trouble shoot problems, work with external services companies to procure services needed, ensure HIPAA regulations are met regarding computing services issues and on computers that have secure video recording systems.
• Train and support student hourly employees.
• Maintain service provider environment and provide front office support when needed.
• Manage purchasing, accounts payables for portions of Aging Center, completes expense reports, purchase orders and tracks Aging Center operation budgets.
• Coordinate with Psychology Department Operations Manager on financial and HR issues.
• Coordinate with Program Assistant in the Psychology Department for student employment issues.

Tentative Search Timeline

• Priority will be given to applications submitted by: August 11, 2024
• Potential interview dates: August 19, 2024 - August 30, 2024
• Potential start date: September 23, 2024

UCCS is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

In accordance with the Equal Pay for Equal Work Act, UCCS does not discriminate based on sex in our employment or compensation practices.

UCCS is committed to providing reasonable accommodations to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify our office at hrhelp@uccs.edu.

Qualifications

Minimum Qualifications

Applicants must meet minimum qualifications at the time of hire.

• Education: Bachelor of Arts or Bachelor of Science degree from an accredited institution of higher education
• Experience: Four years of progressive experience managing office operations including billing services.

Preferred Qualifications

• Experience working with University of Colorado Business and Financial Systems (ex. PeopleSoft, CONCUR, CU Marketplace, and CU Data).
• Experience with campus purchasing, accounts payable, and cash management policies and procedures.
• Experience working with Titanium (electronic health record) software and insurance billing systems.
• Campus building usage, access policies and procedures.
• Experience in campus billing of vendor's services and receivables process.

Physical Requirements

While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to move. Tasks may involve looking at a computer screen continuously for long periods of time. The employee may occasionally lift and/or move up to 10 pounds.

To perform this job successfully, an individual must be able to perform each of the established essential functions and meet the physical and environment demands described satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.

Applicants with disabilities: If you have a mental or physical impairment, which limits one of your major life activities (e.g. walking, hearing, seeing, speaking, breathing, or learning) and require special accommodations for testing or interviewing, it is your responsibility to notify the office scheduling the interview or test at least 3 working days before the interview or test date. If you need special accommodations at the work site, you must notify the appointing authority or Human Resources.