Program Assistant II - Safety Department - Colorado Mental Health Hospital in Fort Logan.

This position is open to current Colorado residents only and is on-site only. This recruitment may be used to fill multiple vacancies.

About Fort Logan

The Colorado Mental Health Institute at Fort Logan (CMHIFL) is one of two state hospitals serving our community. The vision of CMHIFL is to provide the highest quality mental health services to persons with complex, serious, and persistent mental illness within the resources available. Our mission is to support those individuals in achieving their recovery goals and reaching their full potential.

CMHIFL provides inpatient treatment to adult patients, generally between the ages of 18-59. The hospital currently has 94 adult inpatient beds across four treatment units and is scheduled to open an additional 44 beds (two units) dedicated to providing psychiatric stabilization and restoration treatment to individuals opined incompetent to proceed due to their mental illness. Medical services, occupational therapy, neuropsychological-rehabilitation services, and trauma-informed care services are available for all patients throughout the hospital.

Through our core values, CMHIFL staff is committed to:

• Individual dignity and respect;
• Person-centered, evidence-based care;
• Trauma-informed recovery;
• Multidisciplinary collaboration;
• Diversity and inclusion;
• Strong family and community partnerships.

About the Role

This position is being filled to support the needs of the growing Safety Department. The role serves as a benefit across the hospital by supporting hospital operations via the Safety Department and Support Services, working under the direction of the Chief Support Services Officer at CMHIFL. The position provides administrative and technical program support and management in areas of time assistance, PAF generating, tracking, and reconciliation. This role assists in staff scheduling, department meeting notes, and management of employee files.

Responsibilities

Office Management – Safety Department

• Fully operational Program Assistant for the Safety Department. Develops, plans, and implements procedures to ensure workload, operational requirements, deadlines, guidelines, and expectations are met.
• Manages multiple Google calendars, provides administrative support to the Director of Safety, maintains departmental spreadsheets and documentation, and develops database innovations as necessary.
• Develops and maintains filing systems for personnel, including confidential personnel files, ensuring training records, performance plans/evaluations, and other needed information are current.
• Assists with inputting and tracking PAF movements in eClearance to aid the Director of Safety and Chief Support Services Officer.
• Provides timekeeping functions utilizing the KRONOS system.
• Supports the office by answering communications, anticipating customer needs, maintaining office supplies, and initiating work orders.
• Provides meeting notes and agendas for Safety Department meetings in collaboration with Department leadership.
• Works with the CFO’s office on appropriate coding strings for procurement, PCard purchases, reallocation purposes, and completion of receiving reports.
• Manages Safety Department uniform and supply inventories. Tracks, anticipates needs, sends email/phone reminders, and inputs necessary data into monthly spreadsheets and databases, including KRONOS and E-Clearance.
• Briefs the Director of Safety and Chief Support Services Officer on concerns or discrepancies in practice or against CDHS policy or procedures.
• Analyzes data, identifies problem areas, devises solutions, and prepares reports substantiating solutions.

Communication

• Communicates with staff from various internal and external stakeholders to ensure smooth coordination of meetings and projects.
• Informs the Director of potential problems and/or challenges pertinent to department operations and recommends solutions.
• Compiles and distributes information to the Safety Department, ensuring documents are current and accessible on the shared drive, including departmental policies and procedures.
• Maintains Safety Department digital scheduling, overtime, and job posting billboards to ensure equitable opportunities for all department staff.

Training Coordination for Safety and Communications

• Supports the Safety/Communications Department in maintaining, updating, and tracking necessary changes to department training manuals.

Program Coordinator/Administrator – Administrative Support Services/Operator Functions

• Supports and assists Support Services Department administrative staff as a backup for time-sensitive projects.

Hospital Badge Coordinator

• Coordinates the printing and distribution of staff badges in accordance with security requirements and accreditation with The Joint Commission.

Other Duties

• Performs other duties as assigned to support the Safety Department.

Requirements

• Five (5) years of relevant experience in an occupation related to the work assigned to this position (administrative and/or clerical duties).
• A combination of related education and/or relevant experience equal to five (5) years may be substituted.

Preferred Qualifications

• Experience in administrative support.
• Experience in database management.
• Experience working with Google/Microsoft applications.
• Experience within a safety and security setting.
• Strong background in problem-solving computer/software challenges.
• Experience with the mental health population/trauma-informed care.
• Strong ability to effectively multitask and prioritize deadlines/task management.
• Strong computer skills, organizational skills, written and verbal communication, and attention to detail.
• Ability to submit error-free PAFs, as staffing and hiring are critical in the department.
• Ability to maneuver quickly between competing projects and manage deadlines.
• Proficient in using Google Sheets pivot tables to manipulate, summarize, and extract insights from large datasets.
• Excellent oral and written communication skills, including grammar, spelling, and editing.
• Superior organization, customer service, and interpersonal skills.
• Strong critical thinking and analytical skills with the ability to learn new systems, processes, and policies/regulations/protocols.
• Demonstrated ability to prioritize, multitask, and meet deadlines with minimal direction.

Conditions of Employment

• A pre-employment criminal background check will be conducted. Felony convictions, crimes of moral turpitude, or misdemeanors related to job duties may disqualify you.
• Current and valid unrestricted Colorado Driver’s License or non-restricted U.S. Driver’s License for positions within 30 miles of the CO state border.
• Motor Vehicle Check if the employee will drive a state-owned vehicle.
• Must be a Colorado resident at the time of application and throughout employment.
• Must be 21 years of age or older.
• May be required to provide local transport for patient care.
• Required to report without delay or interruption to provide essential or emergency services.
• Must take and pass a Tuberculosis (TB) test.
• Shall not initiate or engage in sexual, social, personal, or financial relationships with patients during or after hospitalization.
• Must successfully pass all modules of the CMHIFL New Employee Orientation core curriculum, including English reading comprehension, competency assessments, and written/practical exams in Defensive Tactics.
• Must possess the physical ability to successfully complete CPI and CPR; lift arms above head and kick as high as own waist; stabilize another person to accomplish a take-down.
• Must be able to observe, address, and respond to potential breaches in safety; seize, hold, control, or subdue violent or assaultive persons; and defend oneself or others to prevent injury.
• Must demonstrate body agility, strength of all four limbs, and the ability to walk and climb stairs consistently.
• Must work in situations involving assaultive behavior, physical control of another person, and/or restraint situations.
• Must read and comprehend the English language and effectively communicate in English, both verbally and in writing.
• Must work in an environment with fluctuating noise and temperature, including outdoors in inclement weather and/or concrete floor/wall settings.

Benefits

Most State of Colorado employees are eligible for a comprehensive benefits package. For details, see the Supplemental Information section.