Office Specialist, Counseling & Psychological Services

Why Work at BYU   

Our unique mission, deeply rooted in the Gospel of Jesus Christ, provides countless ways to serve and make an impact. This, along with our remarkable culture of belonging, weekly devotionals, and endless opportunities for learning and growth—all situated within a beautiful and historic campus—make it hard to imagine a more inspiring place to work. 

Job Description

Office Specialist

Assists in coordinating the operation of the reception area to ensure a professional, confidential, and safe environment for clients and clinicians.  Assists in the scheduling of about 25,000 client contacts per year. Generates and maintains client records and reports of service delivery. Assists in managing the workflow for reception area functions. Provides computer and secretarial support to the Clinical director, 30 full-time clinical faculty and an additional 25-30 clinicians in training. Assists in coordinating, supervising, troubleshooting, and training faculty, clinical trainees, staff, and student employees in the use and maintenance of the Titanium database, OQ Measures, the online intake, and other web-based applications. Is responsible for maintaining iPads and other wireless devices that collect data from clients, including troubleshooting when technology is not functioning.

What you will be doing in this position:

Electronic Medical Record (EMR) Systems Support

• Support for managing and troubleshooting multiple EMR systems in Counseling and Psychological Services.  This includes Titanium (CAPS scheduling and database) and Centricity (Student Health Center database)

• Collect clinical data and information and generate reports for clinical director and clinicians which assists in clinical case management as assigned by the office supervisor

  • Compile data on counselor activity for review by clinical director.

  • Coordinate the backup after-hours coverage schedule each semester. Compile the coverage days schedule ensuring that there is adequate counselor coverage during semester breaks.

• Support collection of outcome data from each client for each visit on the web-based OQ Measures program. Ensure iPads and other wireless data collection devices are programmed correctly and returned promptly so that others can use them.

• Accurately communicate to clients the instructions for completing online intake paperwork for completing the OQ 45 for measuring counseling outcomes, and for using the iPads and other handheld devices.

• Ensure that accurate information for all clients in the clinical database is updated regularly.

• Assist in tracking schedules in Titanium for all clinicians, including full-time faculty and an additional 25 trainees.

Office Support for CAPS

• Develop and maintain positive customer relations within Counseling and Psychological Services

• Communicate effectively with clients, preserving confidentiality and professionalism according to the professional ethics of psychology.

• Assist in management of workflow for receptionists and production workers, including appointment making for clients and completion of confidential client forms.

• Facilitate the clinical assignment of crisis calls from clients, parents, faculty, and ecclesiastical leaders.

• Coordinate and track collection of intake questionnaires for all clients.

• Facilitate transfer requests from clients, in consultation with Assistant Clinical Director

• Participate in supervising, and training student assistants and production workers onboarding, performance reviews, and pay increases for these positions

• Coordinate work orders for general repair and maintenance issues with Physical Facilities personnel

Student Health Center Scheduling

• Utilize Centricity EMR to schedule CAPS clients with appropriate medical personnel.

• Communicate with clients about medical billing processes.

• Ensure HIPPA compliance for client insurance information.

Coordinate and Supervise Training on EMR system

• Assist the office supervisor in coordination of training programs for all SDS personnel (about 50 faculty and trainees as well as student employees) on the Titanium database, use of email and other word-processing programs.

• Coordinate and troubleshoot issues related to computer hardware, software, and their applications.

What qualifies you for this role:

Required: Associate’s degree or equivalent work experience as an Office Assistant

Preferred: Bachelor’s degree or equivalent work experience as an Office Assistant

Skills

Required:

• Ability to delegate assignments and projects when appropriate

• Confidence, experience, and technical ability to use technology applications to conduct work

• Excellent customer service and public relation skills

• Superior organizational and problem-solving skills

• Ability to make quick decisions with mature judgement and to use discretion in interactions regarding students in crisis

• Strong interpersonal skills and emotional intelligence

• Ability to set goals and priorities and be self-directed

Preferred:

• Knowledge of handling privileged and confidential information according to American Psychological Association’s ethical principles, HIPPA, and FERPA. Training can be provided.

• Ability to manage and supervise multiple employees

• Knowledge of university cash handing processes and procedures

• Experience with and knowledge of EMR systems

What we offer in return:

This position comes with fantastic benefits, including:

• 401k. BYU automatically contributes 8% at no cost to you. Additionally, if you contribute 5%, BYU adds an additional 4% (Rehires may qualify for different retirement plans)

• Employee assistance program, available to the employee and all members of their household

• Tuition benefits after two years

• Access to athletic facilities

• Access to the library

• Free on-campus parking

• Free UTA passes for employee, spouse, and qualified dependents

• Discounts at the BYU Store and for many events at BYU

Apply Instructions:

Please include a cover letter, resume and references

Pay Level: 48

Compensation Range

Actual compensation based on education and experience

Required Documents:

All staff positions require a resume with an optional cover letter.

Refer to the Job Description for any additional required documents.

Members of the Church of Jesus Christ of Latter-day Saints must hold and be worthy to hold a current temple recommend.

Brigham Young University is an equal opportunity employer, including disability and protected veteran status.

Brigham Young University (BYU) is widely recognized not just for its world-class education, but for its deep commitment to inspired religious values. Gathered together in a Christ-centered atmosphere, BYU employees are a vital part of a community of belonging, where we value the experiences, perspectives, and talents of each individual. If you share in our devotion to faith and to excellence, we have a place for you here at BYU!

Salary : $20 - $26