Administrative Support Assistant (Administrative Support Assistant II), Student Affairs Division - Temporary

CSU Careers•San Bernardino, CA

1d•Onsite

About The Position

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).

Requirements

High school diploma or its equivalent
Two years of experience in general office clerical or secretarial work or the equivalent
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.
Possession of a valid Driver's License.
Must be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program.
Must be a mandated reporter under the California Child Abuse and Neglect Reporting Act.
Must comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
Must verify identity and eligibility to work in the United States and complete the required employment eligibility verification form upon hire.
Must complete Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter.

Nice To Haves

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

Responsibilities

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.
Performs 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.
Ensures that front office interactions with clients and the general public comply with HIPAA regulations.
Serves 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 directs 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.
Performs other classification related duties as assigned.