CAPS Administrative Coordinator

California State University•Allen, TX

About The Position

Provides professional customer service and administrative support to the CAPS program including students, faculty, and staff. Provides primary administrative support for Director of CAPS. Serves the CAPS program by providing a variety of moderate office/administrative support functions including, but not limited to, front desk coverage, telephone reception, processing paper and electronic mail, scheduling appointments based on clients’ immediate clinical/counseling needs and providing office support according to departmental policies and procedures. Serves as area Interview Coordinator for CAPS as needed; assists with onboarding new CAPS staff. Uses technologies including Jabber, Teams, EchoCI, and Adobe Sign. Provides administrative support to clinicians, case managers, psychiatrists, and trainees providing telehealth services via Zoom for Healthcare and on-campus clinical services. Provides administrative support for the CAPS Outreach Program. Provides administrative support for the Mental Health Peer Program (MHPP) and the Behavior Intervention Team (BIT). Provides information on how to access CAPS services and directions to CAPS office. Coordinates client needs with clinical availability, remaining flexible as needed. Checks-in clients for appointments and processes required forms. Maintains the Electronic Medical Records schedule for multiple clinicians. Attends meetings with CAPS, Student Wellness, the Division of Student Affairs (DSA), and the broader campus community as needed. Troubleshoots issues as they arise by working with various campus departments and staff. Communicates professionally and effectively with all clients, clinicians, and other administrative staff. Works cooperatively and professionally with all staff and takes feedback in a non-defensive manner. Maintains adherence to ever-changing local, state, and federal confidentiality requirements related to mental health services. Demonstrates flexibility with frequently changing procedures to meet evolving needs of students without resistance. Provides appropriate responses to office questions and/or complaints that require full knowledge of Student Wellness, DSA, and University infrastructure, policies, and procedures. Works with the Director to develop and implement operational and procedural matters, including program and policy research, evaluation, recommendations, and solutions. Prepares documentation including, but not limited to, letters, memos, handouts, meeting agendas and minutes, reports, and forms, etc. Processes various paperwork and forms including, but limited to, travel requests, time off requests, and reimbursements, etc. in a timely manner. Serves as area Interview Coordinator and assists with onboarding new Student Wellness staff. Responsible for procurement of goods and services, processing of financial paperwork, and ensures the effective development and utilization of a tracking system for the completion and follow through of all paperwork. Responsible for coordinating administrative aspects of group counseling program and 24/7 phone counseling service. Assists with on-boarding new CAPS staff. Prepares databased reports for CAPS, Student Wellness, and DSA leadership as needed. Scans, photocopies, faxes, and shreds records according to appropriate record keeping regulations. Performs additional related duties as assigned.

Requirements

Education: Equivalent to a high school diploma combined with several years of related office work experience.
Experience: At least two years of work experience in a moderate to complex office setting required.
Knowledge, Skills, and Abilities: Ability to effectively interact with a diverse population of students, faculty, staff, and community members.
Must be fluent in basic office technology and frequently used software (i.e., MS Word, Outlook, Publisher, and Excel, etc.) and must be highly accurate in data entry.
Must have a thorough knowledge of English grammar, spelling, and punctuation as well as be able to clearly communicate both orally and in writing.
Must be organized and follow directions with minimal to moderate supervision and handle multiple tasks with constant interruptions.
Must be able to interpret and apply policies and procedures independently and use judgment and discretion to act when precedents do not exist.
Must be able to take initiative in the performance of a variety of tasks.

Nice To Haves

Education: Bachelor’s degree from a four-year college or university is preferred (or equivalent combination of education and experience).
Experience in a psychological service setting preferred.
Knowledge, Skills, and Abilities: Ability to be task and detail-oriented and to maintain focus on priorities and customer service in a busy office setting.
Excellent organizational and interpersonal skills.
Knowledge of government administered mental health assistance programs offered in California and Ventura County is a plus.
Ability to maintain the confidentiality of student information at all times and have knowledge of FERPA and HIPAA requirements.
Ability to communicate with students in distress.
Ability to work independently and as part of a team.
Demonstrate an ongoing commitment to learning and practicing multicultural competency and cultural humility.
Occasional evening and/or weekend hours may be required with advance notice when possible.

Responsibilities

Provides professional customer service and administrative support to the CAPS program including students, faculty, and staff.
Provides primary administrative support for Director of CAPS.
Serves the CAPS program by providing a variety of moderate office/administrative support functions including, but not limited to, front desk coverage, telephone reception, processing paper and electronic mail, scheduling appointments based on clients’ immediate clinical/counseling needs and providing office support according to departmental policies and procedures.
Serves as area Interview Coordinator for CAPS as needed; assists with onboarding new CAPS staff.
Uses technologies including Jabber, Teams, EchoCI, and Adobe Sign.
Provides administrative support to clinicians, case managers, psychiatrists, and trainees providing telehealth services via Zoom for Healthcare and on-campus clinical services.
Provides administrative support for the CAPS Outreach Program.
Provides administrative support for the Mental Health Peer Program (MHPP) and the Behavior Intervention Team (BIT).
Provides information on how to access CAPS services and directions to CAPS office.
Coordinates client needs with clinical availability, remaining flexible as needed.
Checks-in clients for appointments and processes required forms.
Maintains the Electronic Medical Records schedule for multiple clinicians.
Attends meetings with CAPS, Student Wellness, the Division of Student Affairs (DSA), and the broader campus community as needed.
Troubleshoots issues as they arise by working with various campus departments and staff.
Communicates professionally and effectively with all clients, clinicians, and other administrative staff.
Works cooperatively and professionally with all staff and takes feedback in a non-defensive manner.
Maintains adherence to ever-changing local, state, and federal confidentiality requirements related to mental health services.
Demonstrates flexibility with frequently changing procedures to meet evolving needs of students without resistance.
Provides appropriate responses to office questions and/or complaints that require full knowledge of Student Wellness, DSA, and University infrastructure, policies, and procedures.
Works with the Director to develop and implement operational and procedural matters, including program and policy research, evaluation, recommendations, and solutions.
Prepares documentation including, but not limited to, letters, memos, handouts, meeting agendas and minutes, reports, and forms, etc.
Processes various paperwork and forms including, but not limited to, travel requests, time off requests, and reimbursements, etc. in a timely manner.
Serves as area Interview Coordinator and assists with onboarding new Student Wellness staff.
Responsible for procurement of goods and services, processing of financial paperwork, and ensures the effective development and utilization of a tracking system for the completion and follow through of all paperwork.
Responsible for coordinating administrative aspects of group counseling program and 24/7 phone counseling service.
Assists with on-boarding new CAPS staff.
Prepares databased reports for CAPS, Student Wellness, and DSA leadership as needed.
Scans, photocopies, faxes, and shreds records according to appropriate record keeping regulations.
Performs additional related duties as assigned.