Job description

University of California Irvine


Updated: Oct 29, 2020
Location: UC Irvine Campus
Job Type:

Job Opening ID: 12295

Reports To: Administrative Supervisor 1

Working Title: Front Desk Receptionist


Bargaining Unit: CX

FLSA: Non-Exempt

Payroll Job Code: 004723

Job Location: UCI Campus- Irvine

Percent of Time: 100%

Work Schedule: 8-5, M-F

Employee Class: Career

Position Summary:

The UCI Counseling Center has a long history of providing psychological services to the UCI campus community. UCI is a multiculturally rich environment and the Center prides itself on a staff that is competent and diverse. The Counseling Center provides time-limited treatment, assessment, outreach, and crisis intervention to the campus community. The Center is a part of the Division of Student Affairs and has an APA-accredited psychology internship program.

The incumbent is responsible for all front desk functions including opening and closing the Center / Annex, answering phones and directing calls to the appropriate staff member, greeting everyone who comes into the Center/Annex and directing them to the appropriate person or department, insuring clients are processed promptly and accurately into electronic medical records and scheduling database, verify counseling eligibility for UCI Students, keep front desk (Center/Annex) supplied with the necessary items for immediate use, keep front desk fax and printer functioning, update forms, calendars, flyers, and resources as needed, and keep front desk and reception area presentable. The incumbent is responsible for maintaining strict confidentiality regarding students' use of the Counseling Center/Annex and any treatment schedules arranged with Counselors in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA, Title II) protocol. Under direction from the Operations Manager, the incumbent assists in providing administrative support for the Counseling Center/Annex. Backup assistance in providing accurate typing of projects such as correspondence, updating of Counseling Center brochures, flyers, using various computer programs. Assists in processing KFS transactions such as Disbursement Vouchers, Purchase Orders, Office of Information Technology Service Request Form (SRF), Facilities Management Requests (FMR), and other University accounting forms as assigned. Other administrative duties as assigned. Must have excellent customer service skills. Must be able to work in a fast paced environment and work as a team member as well as independently.

Compensation Range:

$20.73 - $23.50

Department Website:


Ability to multi-task and handle frequent interruptions. Ability to maintain flexibility and work well in a constantly changing environment.

Ability to recognize and work effectively in a culturally diverse environment.

Demonstrated experience working in a fast-paced clerical position, preferable in a clinical setting. Ability to maintain the strictest of confidence on sensitive issues using tact and diplomacy; experience working in an academic, medical or research setting.

Demonstrates positive inter-personal skills and fosters positive interpersonal relationships with Clients and co-workers. Ability to maintain an effective working relationship with lines of authority, peers and other staff.

Accurate typing, proofreading and editing skills.

Displays honest and ethical behavior. Maintain a courteous, friendly mannerism using diplomacy, confidentiality, and tact.

Complies and supports department and University policies, procedures and standards of conduct to include attendance, absenteeism, punctuality, tardiness, appropriate attire, and fulfills appropriate training and education requirements.

Organizational abilities in order to complete on-going projects. Ability to handle large mailings related to programs.

Strong interpersonal and communication skills. Must have good phone etiquette and demeanor.

Strong customer services orientation as well as computer skills. Knowledge of various software programs such as Microsoft Word, E-mail, Excel, and Publisher.


Working experience with students in a University setting.

Knowledge of UC Policies and Procedures.

Ability to process University KFS transactions such as Disbursement Vouchers, etc., SRFs, and FMRs.

Knowledge of HIPAA, FERPA, and CA Laws related to privacy and confidentiality of client information and records.

Knowledge of electronic medical records and scheduling program.

Final candidate subject to background check. As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500.

To apply, visit

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Job No:
Posted: 10/26/2020
Application Due: 11/5/2020
Work Type: