Description:
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About CSUSB
California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.
At CSUSB, you can:
- Build your future
- Work with the best
- Be your authentic self
- Focus on you
- Make a lasting impact
- Work for a purpose that is greater than your own
- Bring everything you are, become everything you want
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Department Summary
CSUSB’s Counseling and Psychological Services supports the university mission of academic success and social justice through promoting the mental well-being of CSUSB students, the campus community, and the surrounding region. This is achieved through mental health counseling, advocacy, and outreach and consultation in a safe, supportive and culturally-informed environment.
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Job Summary
Under the general supervision of the Director of Counseling and Psychological Services (CAPS), the incumbent provides oversight of the clerical and administrative duties in CAPS. The incumbent is responsible for ongoing work coordination and lead work direction with accountability for the work results of support staff and unit administrative function. Incumbent is expected to use general office equipment and a full range of office support technology and systems. Some duties are specific to CAPS, requiring specialized knowledge and training. Duties include, but are not limited to:
Responsibilities include but are not limited to:
Administrative Support:
- Providing general information and clarification on CAPS’ guidelines and procedures to students, staff, on and off-campus individuals regarding counseling services
- Ensuring a confidential, safe, caring and respectful environment for student clients seeking services
- Utilize Titanium medical record keeping software to build and maintain work schedules for the CAPS staff and faculty.
- Oversee work flow of front office staff: establishing priorities and deadlines, oversee front office work assignments, assure adequate staffing of the reception area and orient new personnel to clerical office functions
- Maintain confidential files
- Draft and type correspondence, forms, letters, memos and email communications
- Review and file documents
- Maintain and track CAPS employee license renewal requirements. Verify each license submitted electronically for authenticity.
- Compile and annually review counselor’s credential files for accreditation purposes.
- Travel: authorization, payment and claims for director and counselors
- Serve as primary contact with ProtoCall Services—after-hours counselor hotline—and TNS.
- Receive and follow-through with requests for records/subpoenas
- Timekeeping: pulls counselor scheduling information from Titanium to verify and submit counselor faculty monthly time records into PeopleSoft/payroll. Verify leave balances monthly.
- Maintain office supplies through Staples, Printing Services and other vendors
- Oversee facilities requests for clinic repairs and improvement projects
- Conduct onboarding for administrative activities for new employees, including adding to listservs, ordering keys and fobs, and training on myriad administrative onboarding topics
- Implementation, collection, and collation of client satisfaction surveys
Provider Credential Files:
- Maintain and track CAPS employee license renewal requirements. Verify each license submitted electronically for authenticity.
- Compile and annually review counselor’s credential files for accreditation purposes.
Front Office Duties:
- Thorough knowledge of ASA I duties and provision of support and backup for this position
- Perform reception duties: greeting, verifying eligibility, and checking in clients
- Scheduling appointments in person or by telephone on electronic recordkeeping system
- Answering telephones and routing calls to appropriate areas
- Take, type and distribute meeting minutes
Survivor Advocacy Services Support:
- Provide administrative support including, processing hospitality requests, Titanium scheduling for the Campus Advocate.
- Oversee the Advocacy Services budget by tracking spending and verifying expenditures via Data Warehouse.
Other:
- Perform other related duties supporting the daily operation of Counseling and Psychological Services as assigned.
Employment Status: Full-time, Probationary, "Non-Exempt" position (with the possibility of converting to permanent).
Application Review Deadline: This position will remain open until filled. Applications will be reviewed beginning April 29, 2022.
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Work Schedule
Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.
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Key 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 mastery 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.
- Basic knowledge of applicable university infrastructure, policies, and procedures.
- Working knowledge of English grammar, spelling, and punctuation.
- Ability to use standard office equipment.
- Ability to use standard word processing and related computer software packages.
- Ability to identify and solve standard problems and refer more complex problems to appropriate staff.
- Ability to perform basic mathematical functions.
- Fundamental writing and presentation skills to effectively communicate standard information.
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Education and Experience
- High School diploma or its equivalent AND five years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
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Preferred Qualifications
- Certification of HIPAA: Protecting Patient Privacy training.
- Experience in behavior health or medical clinic.
- Experience with medical record keeping software.
- Strong communication and customer service skills.
- Strong listening skills.
- Strong multitasking and organizational skills.
- Ability to remain calm and make decisions in stressful situations.
- Advanced computer skills with medical record keeping software.
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Salary
Anticipated Hiring Range: $ 3,440 - $ 3,616 per month
Classification Salary Range: $ 3,440 - $ 5,639 per month
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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. In our commitment to diversity, 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. Our commitment to work toward an environment that values diversity requires that we create, promote, and maintain activities and programs which further our understanding of individual and group diversity. We will also develop and communicate policies and promote values which discourage intolerance and discrimination.
The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.
Dimensions of diversity shall include, but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.
The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.
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Supplemental Information
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
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.
California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
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)
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