Program Assistant I-CoT-CMHHIP

State of Colorado•Pueblo, CO

3d•Onsite

About The Position

This position provides technical program support and operational work leadership within the Staffing Office sub-arm of the Continuity of Treatment (CoT) Department at the Colorado Mental Health Hospital in Pueblo. Reporting directly to the Workforce Manager, the position serves as operational coordinator and Work Lead for three Administrative Assistant III Staffing Coordinators. It maintains staffing calendars and trackers, supports training coordination and classroom readiness, and manages clinical documentation and supervision-record tracking. The role helps ensure therapeutic group and activity coverage complies with hospital operating policies and CMS active treatment regulations. The position supports coverage scheduling by processing approved leave and training notices, updating calendars and trackers, notifying scheduling coordinators, and auditing interdepartmental schedules for coverage gaps. It leads the staffing coordinators’ daily workflow, reviews their work for accuracy and timeliness, resolves scheduling issues, and prepares monthly operational reports from staffing, deployment, call-off, and group-cancellation data. The position also supports training and clinical operations by maintaining cohort and class information, compiling assessment results, preparing classrooms and training supplies, monitoring employee certification compliance, and maintaining operational records. This includes processing Wellness Check and Unit Search Forms and tracking mandatory supervision meetings. The position is 100% in person at a 24-hour behavioral health acute-care facility in Pueblo, Colorado. The work may involve physically demanding safety interventions and working around assaultive behavior, fluctuating noise and temperatures, and potentially outdoors in inclement weather.

Requirements

Four years of relevant occupational experience, or a combination of related education and relevant experience totaling four years.
Ability to read and comprehend English and communicate effectively and fluently in English, verbally and in writing.
Ability to complete the CMHHIP New Employee Orientation core curriculum, including English comprehension, competency assessments, and written and practical Defensive Tactics exams.
Physical ability to complete hospital-adopted physical interventions, including MANDT and CPR requirements; lift arms above the head, kick to waist height, stabilize another person during controlled containment, withstand impact using an ASP shield, rotate the body with feet planted, and repeatedly kneel and stand.
Ability to see and hear to observe and respond to potential safety breaches; seize, hold, control, or subdue violent or assaultive persons and defend oneself or others to prevent injury.
Ability to demonstrate body agility and strength in all four limbs and consistently walk and climb stairs.
Ability to work in situations involving assaultive behavior, physical control of another person, or restraint.
Willingness and ability to travel.
Complete the required two-step tuberculosis screening upon hire and annual influenza vaccination; receive other vaccinations as required by the State of Colorado.
Pass full background and reference checks.
Comply with restrictions prohibiting sexual, social, personal, or financial relationships with patients during or after hospitalization, and disclose relationships with current or former patients as required.
Work in an environment with fluctuating noise and hot and cold temperatures, potentially outdoors in inclement weather or in concrete floor and wall settings.

Nice To Haves

At least one year of experience with Google Workspace programs.
At least one year of experience working with director- or executive-level supervisory staff.
At least one year of experience with treatment programming and employee scheduling.
At least one year of experience with budget tracking and compliance.
Relevant years of State service experience.

Responsibilities

Maintain the department’s coverage-window calendar and align scheduling systems.
Process approved staff leave and training notices; update coverage spreadsheets and Google Calendar, remove staff from calendar invites, and apply the Hard Stop Rule.
Update the CoT Scheduling Tracker and Interdepartmental Tracker, revise coverage windows, and notify Scheduling Coordinators of changes.
Conduct monthly line-by-line audits of unit rosters and therapist schedules to identify, document, and resolve coverage gaps or mismatches.
Serve as Work Lead for three Administrative Assistant III Staffing Coordinators by assigning daily tasks, setting priorities, scheduling desk rotations, and monitoring scheduling queues.
Review staffing coordinators’ work for timeliness, accuracy, and policy compliance; resolve scheduling escalations and tool-entry errors.
Compile and interpret call-off, deployment, and group-cancellation metrics and prepare monthly operational reports for the Workforce Manager.
Track training cohort calendars, use New Employee Notifications to build cohort spreadsheets, and register classes in training schedule templates.
Grade written assessments, compile pre- and post-test data, and prepare progress reports for training leadership.
Prepare training laptops and classrooms, maintain classroom inventories, and order or request training supplies.
Monitor employee certifications in Cornerstone, update compliance status sheets, and remind supervisors of upcoming renewals.
Provide operational compliance and data-maintenance support to the Clinical Manager and Clinical Work Leads.
Receive and check Wellness Check forms against group logs; scan, label, and archive Unit Search Forms in secure electronic drives.
Maintain facilitation-arm compliance logs for mandatory one-to-one supervision meetings and archive signed supervisor forms.
Perform other assigned duties within the scope of the position.

Benefits

PERA Defined Benefit Plan or PERA Defined Contribution Plan, plus 401(k) and 457 plans.
Medical and dental health plans.
Employer-supplemented Health Savings Account.
Paid life insurance.
Short- and long-term disability coverage.
11 paid holidays per year, plus vacation and sick leave.
State of Colorado Employee BenefitHub Resource Center.
Employee Wellness program.
Work-life programs, including flexible schedules and training.
Some positions may qualify for the Public Service Loan Forgiveness Program.