CTRC Research Front Desk Scheduling Administrator

University of Colorado•Aurora, CO

13d•Onsite

About The Position

The CTRC Research Front Desk Scheduling Administrator position performs front desk functions and supports the scheduling, administrative, and operational needs of the Clinical and Translational Research Centers (CTRCs). CTRCs facilitate over 300 clinical research studies by providing dedicated research space, nutrition, cardiovascular imaging, body composition and exercise testing, and laboratory services. This is a full-time position with in-person hours of 6:45 AM - 3:45 PM Monday through Friday. This position will be responsible for checking participants into and out of their research appointments, operation of the CTRC Scheduler system, printing and collating visit paperwork, entering CTRC appointments into the Electronic Medical Record (Epic), general clerical and administrative tasks of the CTRC unit, and providing excellent customer service to participants, study teams, research nurses, and other CTRC staff. It is anticipated that this position will spend 75% of time overseeing front desk and 25% of time will be spent on other administrative duties including appointment updates, data entry, and process improvement.

Requirements

Two (2) years of relevant experience in customer service, clinical front desk, or research position.
A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor’s degree on a year for year basis.
Applicants must meet minimum qualifications at the time of hire.
Applicants must be legally authorized to work in the United States without requiring sponsorship.
Must be willing and able to walk at least 1 mile between CTRC sites.
Ability to communicate effectively, both in writing and orally.
Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
Outstanding customer service skills.
Attention to detail
Demonstrated commitment and ability to advance diversity and inclusion.
Superior communication and organizational skills
Good problem solver
Proactive at identifying and addressing issues in real time
Adaptability in an environment of frequent change
Ability to work efficiently in a fast-paced, noisy environment
Proficiency in all Microsoft Office applications (Word, Excel, Outlook)
Proven teamwork skills
Must be able to work independently following training

Nice To Haves

Experience in a clinical or clinical research environment preferred
Prior Epic experience

Responsibilities

Perform check in, check out, and greeting activities at the CTRC front desk
Enter CTRC appointments into the Electronic Medical Record (EPIC)
Provide query and customer service support to participants and CTRC and study staff
Answer phone calls
Print and collate research visit paperwork
Assist CTRC nurses with rooming participants for visits and cleaning rooms, as needed
Maintain a clean and tidy waiting room and front desk environment
Update the clinic dashboard to reflect patient status and keep operations running smoothly
Use CTRC Scheduler (training provided on hire) to schedule participants, create and modify appointments, verify resource utilization, create and amend scheduling templates for research visits and run reports
Monitor shared inbox as needed and respond to email requests for appointment add-ons and scheduling needs
Data entry
Routine monitoring and updating of Scheduler databases for appointment additions, changes, and access requests
Update the clinic dashboard to reflect patient status and keep operations running smoothly
Assist in maintenance and update of the CTRC Scheduler application
Participate in process improvement projects at the CTRC and ability to implement coordinated changes.
Other duties as requested by the Scheduler Manager