Administrative Support Assistant (Administrative Support Assistant II, Non-Exempt), Counseling & Psychological Services - Internal Only

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).

Duties & 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.
• Using active problem solving and effective interpersonal skills, act as first point of contact for a variety of campus and community individuals by answering questions via telephone, email, in-person, or other electronic communication to answer moderately to complex general questions or concerns and route to appropriate contact as necessary.
• 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.
• May need to support Palm Desert campus on occasion
• Other classification related duties as assigned.

Minimum Qualifications: Required Education and Experience

• High school diploma or its equivalent
• 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
• Strong listening skills
• 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:

Anticipated Hiring Range: $3,680 - $3,864 per month

Classification Salary Range: $3,680 - $5,417 per month

The salary offered will take into account internal equity and experience among other factors.

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: Full-time/Non-Exempt/Probationary

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.

This is an 'On-Campus Only' Recruitment. Qualified applicants must be current employees of CSUSB.

The application deadline is March 18, 2025

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).

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 .

Statement of Commitment to Diversity

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

Advertised: Mar 04 2025 Pacific Standard Time
Applications close: Mar 18 2025 Pacific Daylight Time

Closing Date/Time:

• 

• California State University, San Bernardino (CSUSB)

• (909) 537-4388

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