Clinical Data and Administrative Specialist of Psychological Health and Performance

Requisition Number:

66529

Location:

Boulder, Colorado

City

Boulder

State

Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

18-Aug-2025

Date Posted:

07-Aug-2025

The Center for Psychological Health and Performance within Athletics encourages applications for the Clinical Data and Administrative Specialist! The Clinical Data and Administrative Specialist (CDAS) serves as the first point of contact for the Center for Psychological Health and Performance. CDAS greets student-athletes, coaches, staff and other visitors and directs them as needed to the appropriate Psychological Health and Performance staff member; answers general questions regarding services, appointments, other offices in the athletic department; and interacts with tact, poise and professionalism.

Additionally, CDAS manages data collection and analysis through Titanium, Smartabase and Teamworks AMS; provides technical support; and improves program and center efficiency and services. The CDAS is an active member of the clinical management team and, as such, communication, effective interpersonal skills, and ability to manage urgent mental health situations are essential to this role. Under the general direction of the Psychological Health and Performance Director, the CDAS provides a welcoming space for student-athletes, staff and other visitors, and maintains compliance with all federal and state policies and regulations to include, but not limited to, the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA).

This position requires a high level of independent judgment and initiative, special attention to detail, knowledge and understanding of medical and psychological terminology, the application of appropriate clinical data management practices, and flexibility. The CDAS communicates effectively, manages good working relationships with internal and external constituents, and works well with a diverse group of clients and professionals. The CDAS position emphasizes handling sensitive and highly confidential information, inquiries, files and policy-related matters requiring the utmost discretion, tact and professionalism. The CDAS will also be responsible for a variety of deliverables and requires strong skills in visual design and presentation creation.

In addition, the CDAS will make, cancel and manage internal and external appointments using Titanium software and provide questionnaires to athletes as requested by Psychological Health and Performance (PHP) clinical staff. This position will ensure schedules are current and updated daily; and assist PHP staff members with scheduling and rescheduling of appointments. The CDAS will be responsible for triaging appointment requests that may require enacting crisis protocols. The CDAS communicates with PHP staff and follows special instructions related to athlete appointments and other tasks as assigned. This position is responsible for promoting the philosophy and objectives of the intercollegiate athletics program. This shall include adhering to the principles of the Athletic Department’s Mission Statement, Core Values, Policies and Procedures, as well as the rules and regulations of the University, Conference and the NCAA.

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.

As one of 34 U.S. public research institutions belonging to the prestigious Association of American Universities (AAU)-and the only member in the Rocky Mountain region-our goal at CU Boulder is to directly affect Colorado communities through collaborative research, innovation, and entrepreneurship. Our faculty, staff, and students work with the broader community to establish outstanding connections that have lasting outcomes-both across Colorado and around the world.

• Coordinate administrative support functions, including appointment list for counseling appointments and staff on-call schedules; facilitate timely completion of administrative processes; Input client assessment information into Titanium; scan sensitive and confidential documentation and correspondence into electronic the record system.
  
• Assist with training of new staff and psychology trainees.
  
• Prepare presentation data and information for high-level communications with other campus units and Athletic Department leadership.
  
• Prepare presentation data for department staff and student-athletes.
  
• Update/create all collateral material (e.g., brochures, website, social media, flyers)
  
• Reconcile purchasing and travel card expenses for the center.
  
• Manage/purchase office supplies and maintain office equipment, (e.g., copiers, printers, fax machines).
  
• Create, organize and maintain confidential files.
  
• Review, route and prioritize mail.
  
• Provide project support to Director and Assistant Director as needed.
  
• Enhance professional growth and development through participation in educational programs, current literature, in-service meetings and workshops.
  
• Perform other job-related duties as assigned.
  

• Serve as first point of contact for the Psychological Health and Performance during business hours.
  
• Greet student-athletes, coaches, staff and other visitors and direct them as needed to the appropriate Psychological Health and Performance staff member; answer general questions regarding services, appointments, other offices in the athletic department; interact with tact, poise and professionalism.
  
• Receive and screen phone calls for and respond timely and appropriately to inquiries; take messages and triage as needed. Follow crisis protocols as needed.
  
• Make, cancel and reschedule appointments using Titanium software; provide questionnaires to clients as requested by Psychological Health and Performance (PHP) clinical staff.
  
• Input all meeting and appointment schedules into the PHP system; ensure schedules are current and updated daily; assist PHP staff members with scheduling and rescheduling of appointments.
  
• Communicate with clinical staff and follow special instructions related to client appointments.
  
• Notify Psychological Health and Performance Director or appropriate PHP staff regarding unusual or unexpected events/problems requiring immediate consultation and/or intervention.
  
• Contact Public Safety to arrange student-athlete transport services when necessary.
  

• Manage all pertinent Psychological Health and Performance client medical records, consents and other legal documents and maintain compliance with FERPA and IRB guidelines.
  
• Work with confidential psychological records including preparing, maintaining and updating client charts accurately, consistently and in a standard format. Design and implement record-keeping systems, forms, and procedures.
  
• Maintain files of former clients and manage the annual destruction of expired files according to American Psychological Association (APA) guidelines.
  
• Participate in the release of medical records in accordance with legal, ethical, and procedural requirements under the supervision and direction of the Director and/or Assistant Director.
  
• Manage and conduct timely scanning of confidential client documentation/correspondence into electronic record system.
  
• Secure the organization, location and confidentiality of client records and related files.
  
• Run specified clinical reports in Titanium to appropriately use in an Excel format to create graphs of aggregate, de-identified client data.
  
• Initiate and manage special projects related to clinical data needs of the PHP Staff.
  
• Maintain existing clinical databases and create new databases for each area of clinical work, e.g., training, outreach, and emergency.
  
• Maintain Excel data related to client utilization of services across center offerings, and additional information as requested by the Director.
  

• Starting salary range is $51,000 - $62,500.
  
• Relocation is available within department guidelines.
  
• Additional Athletics benefits include: Athletic Event Tickets: Per Athletic Department Policy and NCAA regulations. Nike Elite Employee Benefit: Per Nike Elite Policy.
  

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be ambitious. Be groundbreaking. Be Boulder.

• Bachelor's degree and two (2) years related experience in psychological or medical clinic setting. Equivalent combination of education and experience may be substituted.
  

• Excellent communication and interpersonal skills with the ability to be sensitive to the needs of others and to maintain good public relations and communicate effectively and interact well with people of all ages and a diverse set of backgrounds required.
  
• High level of accuracy, attention to detail, and ability to take initiative on tasks required, and to begin and complete these in a timely manner.
  
• Ability to understand and follow standards of confidentiality, discretion, professionalism, safety and risk management practices at all times required.
  
• Knowledge of and experience with office practices and procedures and the principles of office management. Experience in office operations including operating office machines, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages; file maintenance, maintaining and updating supplies.
  
• Ability to work well independently, collaboratively and under supervision. Ability to handle multiple assignments concurrently, analyze and interpret data, and make independent decisions in keeping with level of the position.
  
• Ability to handle emotionally distressed students and urgent counseling situations in a calm, empathetic, professional and efficient manner.
  
• Ability to create, complete and modify requested duties and deliverables according to required timelines and deadlines.
  

• Knowledge of psychological and psychiatric terminology and environment preferred.
  
• Experience managing crisis situations and interpersonal dynamics in those situations.
  
• Working knowledge of customer service, administration, computer, and/or counseling center operations with skills and experience or responsibility in a psychological, medical or similar setting preferred.
  
• Experience with electronic medical records, Titanium, Canva, Excel, Smartabase, Teamworks AMS, Adobe Creative Cloud programs and database software strongly preferred.
  

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 8/18/2025, 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.

This position is designated “essential services.†The incumbent is required to respond to requests for work during campus emergencies (snow, wind, rain, flood and any other natural or man-made event) and report to work for his / her regularly assigned shift during emergency campus closures.

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