Medical Records Administrative Associate, Clinical Psychology Center

Application instructions are at the bottom of the page. Please apply directly through the University of Montana’s career portal UM Jobs at https://umjobs.silkroad.com/ for positions at the University of Montana – Missoula, University of Montana Western (Dillon), and Helena College. Do not apply through Indeed.com or use easy apply through Indeed.com*.

Join Our Team as a Medical Records Administrative Associate

The Clinical Psychology Center (CPC) is actively seeking qualified candidates to join our team in the role of Medical Records Administrative Associatewithin the University of Montana’s Psychology Department. The Medical Records Administrative Associate plays a vital role in ensuring the smooth operation of the Clinical Psychology Center. As a vital contributor to the CPC, the person in this role plays a key role in supporting our commitment to training future psychologists and delivering essential psychological services to the Missoula community. These services include confidential assessments, psychotherapy, and consultation, all provided by dedicated graduate students specializing in clinical and school psychology. Working under the guidance of licensed faculty and postdoctoral fellows, our team serves a diverse clientele, spanning children, adolescents, adults, couples, families, and groups. If you are enthusiastic about making a meaningful impact through community-focused mental health initiatives and possess strong administrative skills, we invite you to apply for this fulfilling position at the CPC.

Key Responsibilities

• Supervise front desk operations, prioritize communications, offer comprehensive information about clinic services, and serve as the primary point of contact for clients, faculty, staff, and graduate students.
• Collaborate with the Clinical Psychology Center director on various reports and projects.
• Oversee the organization and maintenance of files, office equipment, supply orders, and inventory.
• Manage parking allocations and address building and technology-related needs.
• Coordinate tasks related to the post-doctoral fellowship program.
• Maintain client databases and oversee the clinic’s electronic medical record system.
• Lead and manage advertising initiatives to promote the clinic’s services.
• Additional duties encompass event planning, support for continuing education events, participation in community workshops, and involvement in departmental admissions and recruitment efforts.

Required Skills

• Proficient in tracking accounts receivables, processing payments, managing billing tasks, and preparing monthly statements.
• Exceptional communication skills demonstrated through effective interaction with diverse stakeholders, serving as the primary point of contact and liaison between clients, faculty, staff, and graduate students.
• Skilled in maintaining organizational files and office equipment to ensure operational efficiency.
• Adept at inventory management, including the ability to place orders and oversee stock levels.
• Capable of creating and maintaining databases, contributing to the organization’s data management.
• Demonstrated experience developing advertising materials, brochures, and various documents to support outreach efforts.

Minimum Required Experience

• High School diploma and two (2) years of experience or an equivalent combination of education and experience.

Preferred Qualifications

• Previous experience in administrative roles.
• Exceptional organizational and time management skills to efficiently handle various tasks.
• Proficiency in office software and database management.
• Effective communication skills, facilitating positive interaction with diverse stakeholders, including clients, faculty, staff, and students.
• Ability to handle sensitive and confidential information with discretion.
• Capacity to multitask and prioritize responsibilities in a dynamic environment.
• Keen attention to detail in managing administrative tasks and supporting clinic operations.

About the Clinical Psychology Center and UM

The Department of Psychology’s primary mission is to offer top-tier education and training for both undergraduate and graduate students through teaching, research, clinical work, and community outreach. Integral to our mission is student involvement in these three key areas.

Diversity, in its myriad forms such as race, gender, color, creed, religion, national origin, sex, age, disability, marital status, socioeconomic status, veteran status, sexual orientation, or political affiliation, is actively fostered within the Psychology Department. This commitment is evident in our curriculum, clinical training, research focus, programming, and the diverse composition of our faculty and student body. Collaboratively, we strive to generate and disseminate knowledge that contributes to the long-term well-being of our diverse society.

The University of Montana, a flagship research institution, boasts approximately 10,000 undergraduate and graduate students. Located in Missoula, a culturally vibrant community of about 75,000, surrounded by mountains and converging rivers, the university provides abundant recreational opportunities. The intellectual atmosphere is complemented by proximity to state and national forests, Glacier National Park, and Yellowstone National Park. UM offers eligible employees a generous benefits package, distinguishing it positively from other local employers, and implements programs and policies to support work-life balance.

As an Affirmative Action/Equal Opportunity employer, the University of Montana is firmly committed to diversity across all areas. We welcome applications from a broad spectrum of qualified individuals who align with our five priorities for action : placing student success at the core of our efforts, driving excellence and innovation in teaching, learning, and research, embodying the principle of “mission first, people always,” partnering with place, and proudly telling the UM story.

To learn more about the University of Montana, Missoula, and the State of Montana, please visit the links below.

 
Position Details

Position Title:                    Medical Records Administrative Assistant

Position Number:              064570

Department:                       Clinical Psychology Center

Work Schedule:                 Part-time, 0.75 FTE (30 Hours a week), Monday through Friday 10:00 am to 5:00 pm,                                          Schedule may vary.

Salary:                                $17.254/hr. – $21.568/hr. – Current employee’s rate of pay for this position will be determined by the staff compensation plan and will minimally be this posted salary. For questions and details regarding the staff compensation plan, email the Compensation Department .

Union Affiliation:               FOCUS-MFPE

Probationary Period:        Six months minimum

Benefits Include :               Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.

Criminal Background Investigation is required prior to the Offer of Employment In accordance with university regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran’s Preference Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References: References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing: Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility: All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

Must be eligible to work in the United State upon hire. Sponsorship is not available for this position.

 
How to Apply

Priority Application Date: Wednesday, January 10, 2024 by 11:59 PM (Mountain Time)

Complete applications received by this date will be guaranteed consideration. To receive full consideration, candidates are required to submit all the following materials.

Please submit the following application materials** via the UM Jobs portal and by clicking “New Resume/CV” button. Please do not apply through Indeed.com*.

A complete application Includes:

Letter of Interest – addressing your qualifications and experience related to the stated required skills for the position. A general letter salutation such as “Dear Search Committee” or “Dear Hiring Manager” is acceptable.

Detailed Resume – listing education and describing work experience.

Professional References – names and contact information for three (3) professional references.

*Applying through Indeed.com or easy apply through Indeed.com may result in submission of an incomplete application. Applications may be removed from full consideration if they are not complete with materials listed above under the “How to Apply” section. The applicant is responsible for ensuring complete application materials are submitted and received by the date listed above. 

**Please note only five (5) attachments are allowed per application. Please combine documents accordingly.

Missoula, Montana, United States