For Internal CSU Employees

Working Title: Clinical Services Coordinator

Classification Title: Health Services Assistant

Department Name: 

Time Base: Full-time

Pay Plan: 10 month 

Bargaining Unit:  7 (CSUEU) 

Employment Type: Probationary/Permanent 

Salary Range:

• Hiring salary is anticipated at $4,200- $4,600 per month commensurate with education and experience.
• CSU Salary Range: $3,415 - $6,176 per month.

Benefits: Premium benefit package includes outstanding health, dental, and vision plans; life and disability insurances; pension (CalPERS); tuition fee waiver; and 14 paid holidays per year. See our benefits website for additional information.

Application Deadline: Open until filled, unless there is a specific close date.  A review of applications will begin Friday, March 28, 2025 and the review period may end at any time thereafter.

Position Summary:  

Under the general direction of the Director, Student Health Services, the Health Services Assistant oversees and performs administrative work related to the reception and treatment of patients, maintenance of student and employee health information and records, and assists the SHS Director or their designee with various administrative tasks associated with administering the Student Health and Counseling Services. In addition, this position oversees various administrative tasks associated with preparing and supporting the sick bay on the TSGB annual sea term.

About the California State University Maritime Academy:

Established in 1929, California State University Maritime Academy, a campus of the California State University, is the only degree-granting maritime academy on the West Coast. Located on the scenic Vallejo waterfront, the campus serves a student population of approximately 1000 undergraduates and 50 graduate students.

Cal Maritime offers seven baccalaureate degrees in Business Administration, International Strategy and Security, Facilities Engineering Technology, Marine Engineering Technology, Mechanical Engineering,  Marine Transportation, and Oceanography. The undergraduate curriculum includes licensing programs for future merchant marine, coast guard, and naval reserve officers. Cal Maritime also offers a Master of Science in Transportation and Engineering Management degree, as well as a number of extended learning programs and courses.

Major Responsibilities:

Administrative Responsibilities

• Provide lead work direction to Student Health Services (SHS) medical assistant/reception staff and ensure coverage.
  • Coordinate day-to-day operations.
  • Plan, initiate and implement office procedures and protocol.
  • Addresses problems with proactive, effective solutions.
  • Provide input for reception staff evaluations.

• Maintain electronic master schedule for clinical staff.
• Write correspondence, record and type meeting minutes.
• Manages all aspects of charges to student accounts.
• Assists the Director or designee in tracking the Budget, including reconciling and recording expenditures and revenues, monitor and track invoices, working with the campus Purchasing department, and maintaining account balances for several different accounts.
• Responsible for maintaining the inventory and ordering of medical supplies and pharmaceuticals for campus clinic. Cross trains other staff on ordering supplies and medication.
• Coordinates clinic medical equipment maintenance, calibration, and repair.
• Coordinates Health Center facilities maintenance.
• May participate in Parent Orientation sessions for SHS, as well as New Student and Resident Hall Officer Orientations.
• Coordinates administration of mandatory Student Health Insurance program, including processing waivers and claims, ensuring student coverage and chart audits.
• Coordinates initial review of incoming students’ health histories with appropriate provider, determines need for and request further information, and assists in release of registration holds as appropriate for incoming students who have met California Maritime Academy health guidelines.
• Provides information to, and handles questions and complaints from parents, students, potential students, employees and community agencies and directs them further, as needed.
• Coordinates U.S. Coast Guard and pre-summer sea term physicals for students.
• Monitors purchasing and travel arrangements for SHS staff.
• Maintains and updates vendor lists and contracts for medical equipment, supplies and services.
• Assist with development and implementation of department emergency preparedness plan.
• Monitors and orders office supplies.
• Functions as Custodian of Records
• Assists with maintaining the Electronic Health Record
• Coordinates SHC staff in-service trainings, agendas, and maintenance of minutes as directed by SHS director’s.
• Serves on campus committees as needed.
• Conducts pre-accreditation surveys and prepares reports for the Director.
• Participates in Quality Improvement activities.
• Coordinates preparation of accreditation.
• Provides administrative assistance for pharmaceutical dispensing program, such as assisting with ordering and inventory of pharmaceuticals sending back outdated medications, coordinating quarterly pharmacy audits, sending medications for destruction and maintaining records on these according to California Board of Pharmacy regulations
• Performs the Pharmacy CURES reporting on a weekly basis under the supervision of a licensed provider.
• Keeps the Director, SHS apprised of any issues regarding the SHS.
• Coordinates and completes credentialing and peer review process for all SHS providers
• Coordinates SHS clinic and TSGB sick bay regulatory compliance as needed, including keeping any needed licenses or permits up to date. 
• Inventory and order pharmaceuticals for TSGB sick bay in preparation for summer sea term
• Coordinate and assist with TSGB sick bay readiness for summer sea term – including readying the facility, stocking medical supplies and pharmaceuticals, maintaining medical records, preparing medical equipment, readying staterooms and stocking general supplies.
• Moves supplies from campus clinic to ship’s sick bay and back as needed.
• Maintains and updates summer sea term Medical Officer lists.
• Organizes and supports hiring and travel arrangements for Summer Sea Term sick bay staff.
• Coordinates student’s pre-summer sea term physical examinations with Marine Programs.
• Arranges calibration of ships medical equipment.
• Coordinates upgrades and improvements to medical area on ship with COTS.
• Purchase and maintain ship inventory of medical supplies.
• May perform other duties as assigned by the Director, SHS or designee.

Required Qualifications: 

• Maintain a valid California drivers license in satisfactory standing.

Experience:

Five years of progressively responsible technical clerical work including or supplemented by two years of lead responsibility including or supplemented by experience in budget control and/or development of diverse and extensive administrative guidelines for varied office operations.

Education:

Job-related education above the high school level may be substituted for the required experience on a year for year basis.

Knowledge and Abilities:

Thorough knowledge of the principles and practices of office management and organization; general knowledge of training and leading others methods. Ability to plan, organize and implement a variety of office equipment needs based on specific program requirements; develop budget estimates based on stated policies and programs and using institutional guidelines; plan and maintain procedural control over budget expenditures; analyze and revise clerical and operating procedures; learn, independently interpret and apply a wide variety of complex policies and procedures in circumstances for which guidelines do not exist or for which guidelines conflict; coordinate many different tasks, determine the relevant importance of each, set respective deadlines and complete all projects in a timely manner; lead others; and establish and maintain cooperative working relationships with students, faculty and administrators.

Preferred Qualifications: 

• Technical administrative support experience.
• Analytical abilities; ability to learn new tasks as assigned.
• Administrative experience in a health care setting.
• Knowledge of the maritime industry.
• Work experience in a university setting.
• Experience with EMR.

Special Conditions: 

The incumbent must maintain a ProCard and travel card in good standing, adhering to all organizational policies and procedures related to their use. This includes timely reconciliation of charges, proper documentation of expenses, and compliance with budgetary and policy guidelines. Failure to manage these responsibilities satisfactorily may result in corrective actions, including disciplinary measures, which could lead to termination of employment. 

Physical, Mental and Environmental Conditions:  Involves mainly sitting with up to 25% of the activities involving regular standing or walking; involves lifting of medium weight objects limited to 25 pounds.

Title IX: Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

Equal Opportunity and Excellence in Education and Employment

This position is open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal Maritime provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Maritime complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Cal Maritime is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Maritime, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

Supplemental Information

Background Check: Satisfactory completion of a background check (including a criminal records check and DMV records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Mandated Reporter: The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 revised July 21, 2017, as a condition of employment.

Designated Position: This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Eligibility to Work:  Applicants must provide proof of U.S. citizenship or authorization to work in the United States within three days of the date of hire.

Integration: The California State University Board of Trustees has approved the integration of the California State University Maritime Academy with California Polytechnic State University, San Luis Obispo, effective July 1, 2025. The two campuses will form one academic institution operated as California Polytechnic State University, San Luis Obispo and all employment positions with California State University Maritime Academy are subject to this transition. Employees hired in the period after the Trustees’ approval on November 21, 2024 and prior to the integration date on July 1, 2025 will have their employment transitioned to California Polytechnic State University, San Luis Obispo.  Employment shall continue to be subject to California State University policies and applicable collective bargaining agreements. Any changes in organizational structure, reporting relationships, or employment conditions will be communicated as details are finalized.

Application Procedure: Click "APPLY NOW" to complete the Cal Maritime Online Employment Application and attach the following documents: cover letter and resume. 

Disclaimer: The provisions of this job bulletin do not constitute an expressed or implied contract and any provisions contained may be modified or changed.