CAPS/SHS Administrative Support

CSU Careers•Long Beach, CA

About The Position

Under the direction of Assistant Director, Budget & Facilities Manager and lead by the Assessment Analyst, the Administrative Support Assistant supports Counseling and Psychological Services (CAPS) and Student Health Services (SHS) operational goals through administrative efforts. The incumbent responds to in-person, phone and email inquiries from students, faculty, staff and public about the services offered as assigned. This position represents CAPS/Student Health Services (SHS) to the university campus and outside campus community. Ability to maintain confidentiality is of the utmost importance. This position will work both in CAPS and or SHS as assigned and based on operational need. This position will be trained on proper procedures and protocols to route students to the appropriate resources based on their need including expediting student calls dealing with high levels of behavioral and or physical health concerns. Furthermore, the incumbent provides services that are equitable, inclusive and provide culturally sensitive services that enhance the quality of campus life. This position uses a student centered and equity minded approach in all communication and service efforts. CSULB has been recognized as one of the Most Promising Places to Work in Student Affairs in 2024.

Requirements

The ideal candidate demonstrates a strong understanding of HIPAA regulations and the legal aspects of handling confidential medical records.
They are proficient in using computer software relevant to Health Services operations and can operate multi-line phone systems and standard office equipment with ease.
Their exceptional customer service skills are complemented by the ability to communicate effectively with a diverse campus community, showing sensitivity and professionalism in handling patient concerns and confidential medical situations.
They are reliable, punctual, and consistently adhere to departmental policies and procedures, maintaining composure and sound judgment during high-pressure situations.
In addition to excellent oral and written communication skills, the candidate is highly organized and capable of managing multiple priorities independently.
They are team-oriented, collaborative, and committed to fostering respectful and cooperative working relationships.
With experience in Microsoft Office Suite and other administrative tools, they can efficiently coordinate schedules, respond to inquiries, and support office operations.
Their ability to analyze complex information, maintain confidentiality, and provide responsive service to students, staff, and external partners makes them a valuable asset in a dynamic university health services environment.
Ability to communicate with an ethnically and culturally diverse campus community.
Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures.
Ability to contribute to a positive university experience for each and every student, and assist in achieving the university's commitment to a "vision of excellence."
Equivalent to three years of administrative support experience required.

Nice To Haves

Experience working in a service-oriented medical office that is fully electronic preferred.
Knowledge of college or university health care center setting preferred.

Responsibilities

Provide excellent customer service to student patients and campus community.
Check-in patients and verify demographics including applying proper process and procedures.
Schedule appointments and ensure that the information is detailed and accurate.
Direct patients and visitors to appropriate areas of the building.
Answers all calls on multi-line console; screens and routes each call to appropriate individual, department, and or resource.
Maintains the general orderliness of the front reception area when covering the front desks.
Perform primary front office functions including but not limited to scheduling appointments, answering phones, checking in patients.