Administrative Support Assistant II

CSUF•Fullerton, CA

9d•Onsite

About The Position

The Student Health and Counseling Center strives to support students in achieving their academic, professional, and personal goals. Maintaining an optimal level of wellness is crucial for living a higher quality life and reaching your highest potential. We seek an exceptional individual to join our team as the Administrative Support Assistant II. The ideal candidate in this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to inclusivity, openness, flexibility, integrity, and kindness. The Administrative Support Assistant II is responsible for working in the Counseling and Psychological Services (CAPS) reception area greeting students, scheduling appointments, checking-in appointments, answering phones, and relaying messages to more than thirty health providers and staff. Additional duties include entering and scanning medical records into the electronic medical record, releasing holds, re-scheduling appointments as needed for cancellations and staff absences, checking student eligibility for services, and verifying student forms are current in the electronic medical record for the Counseling and Psychological Services department, while maintaining a pleasant, helpful and professional demeanor. The Administrative Support Assistant II should have knowledge and experience utilizing electronic medical records while making informed independent decisions about psychological appointments with attention to detail and knowledge of Health Insurance Portability and Accountability Act (HIPAA) confidentiality guidelines. Responsibilities may include preparing subpoenas and archiving medical records. May also provide additional administrative support to teams within CAPS, completing duties such as taking meeting minutes for committees. Other duties as assigned.

Requirements

High School diploma or the equivalent and three years of experience in general office, clerical or secretarial work or the equivalent.
General working knowledge of applicable university infrastructure, policies, and procedures.
Thorough knowledge of office methods, procedures, practices, and equipment.
Thorough knowledge of English grammar, punctuation, and spelling with demonstrated competence in effectively presenting standard information in writing.
Ability to learn, interpret independently, apply, and identify deviations from a variety of complex policies and procedures.
Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
Ability to perform arithmetic functions of a transactional nature, including tracking and comparing data.
Ability to work on the front line, with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
Basic typing and keyboarding skills.
A background check (including a criminal records check) must be completed satisfactorily and is required for employment.
A valid California driver’s license.

Nice To Haves

Prior experience working in a mental healthcare setting.
Experience working in a university or community college setting.
Thorough knowledge of HIPPA confidentiality guidelines and familiarity with utilizing electronic health records and appointment scheduling software.

Responsibilities

Greeting students
Scheduling appointments
Checking-in appointments
Answering phones
Relaying messages to more than thirty health providers and staff
Entering and scanning medical records into the electronic medical record
Releasing holds
Re-scheduling appointments as needed for cancellations and staff absences
Checking student eligibility for services
Verifying student forms are current in the electronic medical record for the Counseling and Psychological Services department
Preparing subpoenas and archiving medical records
Taking meeting minutes for committees
Other duties as assigned