Assistant Director, CPS Operations

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Building: Lerner Hall
• Salary Range: $95,000 - $110,000

Position Summary

Working closely with the Associate Director for Operations (ADO) and the Associate Vice President for Counseling and Psychological Services (CPS), the Assistant Director for CPS Operations plays a key role in ensuring appropriate staffing and utilization of clinical resources; works with Health Communications to provide the community with accurate and up-to-date information regarding CPS services and availability; collaborates with IT to ensure that staff technical needs are met; contributes to a range of quality assurance activities; partners with the Associate Director of Operations in the oversight of the electronic health record and clinical scheduling; supervises support staff in managing students in crisis; and provides regular supervision to same in the absence of the Associate Director CPS Operations.

This is an essential on-site role that requires work outside of normal business hours to ensure continuity of services and responsiveness to urgent needs. Some hybrid work options may be considered.

Responsibilities

1. Under the supervision of the Associate Director, administrative oversight of all unscheduled clinical services (i.e., Problem-Solving, Urgent Concerns, Same Day Crisis Hours, Behavioral Health, Athletics Drop-in, Sexual Health Concerns drop-in, Multicultural Concerns drop-in, Patient Care Navigation Hours, and Psychiatric ad hoc hours). (15%)
   
   
   
   1. Compile periodic utilization data for all drop-in hours
   2. Working with IT, generate reports on the diagnoses and dispositions of students utilizing the various unscheduled clinical services enumerated above to ensure proper use of these services and to assist the AVP in the most efficient allocation of resources
   3. In collaboration with the Senior Social Worker, Senior Psychiatrist for Quality Assurance, and the Associate Director for Outreach ensure adequate coverage of all drop-in hours, reworking coverage in the event of provider absences; adjust website to reflect scheduling changes
   4. Working with the AVP, Director of Clinical Services and/or Associate Director for Outreach, assist in the staffing and organization of support spaces and special programs in response to campus tragedies and other events requiring rapid deployment of clinical staff
   
   
   
   
2. Quality Assurance, Data Collection, Utilization Monitoring, and Reporting. (25%)
   
   
   
   1. Assist in ensuring all AAAHC standards are met and documented appropriately, that clinical records document high-quality care and compliance with all state and federal regulations, and that the allocation of clinical resources is optimized. Working with the AVP, prepare narrative and statistical reports.
   2. Working with the Associate Director of Outreach, maintain an up-to-date log of all outreach activities; track participation/productivity of each Outreach team member, and prepare twice-yearly reports.
   3. Develop and maintain reports of the utilization of virtual support spaces; ensure that all CPS in-person and virtual groups comply with minimum enrollment and attendance standards.
   4. Ensure that all required trainings are scheduled in a timely fashion and track the participation of each staff member.
   5. Produce annual peer review aggregate reports and individualized results to be included in annual performance appraisals.
   6. Assist the Associate Director of Operations as needed in conducting periodic administrative chart reviews to ensure the timely completion of all notes and compliance with CPS record-keeping standards.
   7. Schedule CPS QA meetings at least quarterly; prepare data and other materials, as needed, in advance of meetings; maintain minutes.
   8. Assist the Associate Director for Operations in ensuring all new hire orientation requirements are met, that staff maintain licensure in good standing; oversee the maintenance of records of staff professional development, research, teaching, and publication activities.
   9. Assist the AVP, ADO, and designees in other quality assurance activities; in the preparation of quality assurance reports; and in the compilation of reports and presentations to a wide range of entities, including, but not limited to, the Governing Body, Board of Visitors, Trustees, Deans of Students, the Office of University Life and various other student, administrative, and faculty groups.
   10. Work with the Assistant Director for Emergency Management to plan, run, and document quarterly drills that adhere to AAAHC requirements.
   
   
   
   
3. Participate in the management of Electronic Health (EHR), online student interfaces, and other online resources (20%)
   
   
   
   1. Assist Associate Director of Operations in creating and monitoring clinical schedules in the EHR and in training new staff in its use.
   2. Monitor compliance with EHR policies and procedures.
   3. Work with the Associate Director for Operations in the implementation of any new operational systems as needed, and document new systems and processes in appropriate training materials.
   4. Supervise Program Coordinator and Administrative Assistant in maintenance of CPS website and in producing and maintaining other resources needed to provide students with accurate and timely information about CPS services, policies, and availability.
   5. Collaborate with social work team in maintaining referral lists and in ensuring accuracy and timely entry of data.
   
   
   
   
4. Scheduling and staffing (20%)
   
   
   
   1. Ensure adequate coverage of all front desk spaces (Lerner 8th and 5th floor)
   2. Assist Associate Director of Operations in creating, managing, monitoring, and revising clinical schedules in response to staff absences, resignations, and changing clinical demands.
   3. Review, approve/disapprove clinicians' leave requests based on complex seasonal coverage standards established by the AVP for each discipline and practice area, and monitor that vacation balances are not exceeded.
   4. Work with the Program Coordinator to review weekly reports of no-show appointments to ensure that appropriate documentation was included in the chart.
   5. Help to coordinate interviews with prospective post-doctoral fellows. Once the fellows are selected, assist with creating their schedules, room assignments, and orientation meetings.
   6. Track availability of specific appointment types in order to monitor wait times; if there are not sufficient appointments available, modify the schedule appropriately.
   
   
   
   
5. Supervision of Health Service Assistants (HSAs) (15%)
   
   
   
   1. In the absence of the Associate Director of Operations, intercede to de-escalate students presenting at the front desk in states of agitation or excessive distress, involving, if necessary, other senior clinical staff.
   2. Supervise HSAs and other administrative support staff in the absence of the Associate Director for Operations.
   3. Keep track of the front desk assignments and manage any coverage issues when there are unscheduled absences.
   
   
   
   
6. Other duties and responsibilities as assigned by the Associate Director of Operations or the AVP. (5%)

Minimum Qualifications

• Bachelor's degree required.
• Requires a minimum of 4 years of related experience.
• Proven organizational, interpersonal, and administrative skills, with demonstrated leadership ability.
• Demonstrable experience in quality assurance and report-writing.
• Background in clinical chart compliance review; ability to review evolving compliance and accreditation standards and develop policies and procedures in response to new requirements.
• Strong computer proficiency, including experience with electronic health records and related systems.
• Experience in administrative and personnel management/supervision within a complex organizational setting.
• Demonstrated proactive vision to identify program needs and changes required to ensure smooth operational functioning.
• Exceptional written and verbal communication skills, including during challenging or sensitive in-person interactions.
• Demonstrable cultural competence; able to work effectively with diverse staff and students in their various identities.
• Substantial flexibility and demonstrated capacity to manage a high-volume workload, balance competing priorities, and multiple stakeholders.

Preferred Qualifications

• Master's degree and NYS licensure in Social Work (LMSW or LCSW), MPH, MPA, or Master's in a related field.
• Proficiency with PowerPoint.
• Proficiency with Excel and/or databases and/or statistical programs (i.e., Qualtrics).
• Experience in a mental health and/or higher education setting.
• Familiarity with psychiatric diagnosis.
• Experience in assisting with the accreditation of a health care entity.

Other Requirements

• Ability to work unexpectedly on evenings and weekends as circumstances dictate.
• Visa sponsorship is not available for this role. Applicants requiring current or future visa sponsorship will not be considered.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.