Job Summary:
Under the direction of the Director and the general supervision of the office lead, the Administrative Support Assistant will perform a wide range of moderate to complex clerical, secretarial, and administrative duties, including tasks related to medical records, to support Counseling & Psychological Services (CAPS).
Responsibilities:
• Under direct supervision, arranges and maintains counselor schedules each semester to ensure adequate clinical coverage using medical record-keeping and scheduling software.
• Sets up and maintains the CAPS clinical schedule by responding to in- person and telephone requests for services and accurately inputting appointments into the scheduling software.
• Day-to-day work is performed independently under general instructions, including front counter reception duties such as greeting clients, checking them in for appointments, and assisting with the completion of intake forms, both online and in hard copy, as needed.
• Verifies student enrollment for service eligibility using PeopleSoft Campus Solutions by reviewing and cross-checking enrollment records and ensuring that imported client demographic data is accurate, complete, and current.
• Utilizes general knowledge of university infrastructure, policies, and procedures to ensure that front office interactions with clients and the general public comply with HIPAA regulations.
• Serve as the primary point of contact for campus and community stakeholders, utilizing proactive problem-solving and strong interpersonal skills to address moderately to complex inquiries across phone, email, in-person, and digital channels, and efficiently direct individuals to appropriate resources as needed.
• Assists with opening and closing procedures of the clinic, ensuring all necessary tasks are completed efficiently and in accordance with established protocols.
• Provides administrative support to the Administrative Support Coordinator (ASC), Director, and Counselors, as needed.
• Handles multiple work priorities, including but not limited to distributing daily mail, retrieving CAPS checks from the Bursar’s office, and maintaining the waiting area by ensuring that client handouts and brochures are stocked and orderly.
• Performs routine clerical tasks related to daily operations.
• Scans physical documents and forms for import into medical record-keeping software and maintains accurate records.
• Processes and coordinates incoming and outgoing clinical correspondence and documents.
• Other classification related duties as assigned.
Minimum Qualifications:
• High school diploma or its equivalent and
• Two years of experience in general office clerical or secretarial work or the equivalent
Required Qualifications:• Experience to be proficient in performing most or all work assignments.
• General working knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of office methods, procedures, and practices.
• Fluency in using standard office software packages.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
• Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
• Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
• Demonstrated competence in effectively presenting standard information in writing.
• Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
Preferred Qualifications:
• Previous experience in behavior health or medical clinic
• Previous experience with medical record keeping software
• Certification of HIPAA: Protecting Patient Privacy training
• Strong communication and customer service skills
• Ability to actively listen, understand and provide comprehensive response
• Ability to manage high volume, fast paced telephone and in-person inquiries
• Strong multitasking and organizational skills
• Ability to work independently and make independent decisions regarding clinical scheduling
• Ability to manage emergency/crisis calls or walk-ins while effectively gathering information
• Ability to remain calm and make decisions in stressful situations
• Basic computer skills including Windows OS, email, word processing, spreadsheets
• Advanced computer skills with medical record keeping software
Compensation and Benefits:
Initial salary step placement will be Step 1 - $2,674 per month for qualified candidates.
CSU Classification Salary Step Range: $3,565 - $5,092 per month (Step 1 – Step 19)
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Position Information:
Work status: Part-time / Non-Exempt / Temporary
Academic year schedule: Monday through Friday (8:00 am – 5:00 pm), some evenings/weekends.
Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.
The application deadline is: May 29th at 11:55PM
California State University, San Bernardino, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
California State University, San Bernardino is not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
CSUSB is not an E-Verify employer and cannot support visa holders with certain requirements (e.g., H1B, F1, STEM OPT).
Education Code 89521 Requirements: Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.
Conditions of Employment
Background Check
Satisfactory completion of a background check (including a criminal 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.
Drivers License Check
Possession of a valid Driver's License is required. Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
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 as a condition of employment.
I-9
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
On Campus Commitment
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
Closing Statement:
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.
Smoking
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
Clery Act
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act