Counseling and Psychological Services Assistant

University of California, Santa Cruz
Santa Cruz

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Employment Type
Full Time
Institution Type
Four-Year Institution
Job Title: Counseling and Psychological Services Assistant
Location: Santa Cruz
Job ID: 34094

Counseling and Psychological Services (CAPS) is hiring an Office Assistant. The Office Assistant is a Partial Year Career position with a 4-week unpaid summer furlough. Positions with summer work breaks contain regularly scheduled non-work periods during which the Office Assistant remains an employee, retains health benefits, but is not at work.

Thank you for your interest in UC Santa Cruz.


UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.


UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 04-27-2022


UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.


UC Santa Cruz (UCSC) Student Health Services (SHS) is a full-service facility offering clinical, educational, and psychological support to UCSC students. SHS is deeply committed to ensuring affordable, well-integrated, multidisciplinary healthcare that effectively supports the university's diverse campus communities through equitable access and culturally competent, high-quality programs and services. Counseling and Psychological Services (CAPS) supports UCSC students to maintain or improve their general well-being by providing a broad range of counseling, psychiatric services, consultation and outreach services and programs. Other SHS departments include primary care and same-day care, with the support of on-site radiology, a COLA-accredited high complexity clinical laboratory and campus pharmacy; Student Health Outreach and Promotion (SHOP), home of the Condom Co-op; CARE (Campus Advocacy, Resources, and Education) the advocacy and prevention education office that supports survivors of sexual assault, stalking, and dating/domestic violence; and Student Insurance Programs. Student Health Services welcomes staff with interest and experience in working with students with a wide range of ethnic, cultural, and gender identities.


Under the general supervision of the Counseling and Psychological Services (CAPS) Administrative Supervisor, the incumbent performs a variety of complex functions, providing clerical and administrative support to CAPS. Responsibilities include scheduling clinical appointments and emergency contacts with students while using a high degree of individual initiative and problem-solving skills. This position exercises good judgment and discretion in handling confidential situations and materials. It is expected that the incumbent responds with flexibility and positively in all circumstances and works calmly under pressure, with the ability to manage the assigned workload with frequent interruptions and competing deadlines.


Salary Information: $24.64 / Hourly.

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

  • Full-time, Fixed
  • Percentage of Time: 100%, 40 Hours per Week
  • Days of the Week: Mon-Fri
  • Shift Includes: Day

Employee Classification: This is a Partial Year Career appointment, with a 4-week furlough

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely


60% - Client/Patient Support

  • Assists student patients who may be in crisis or in need of routine appointments by providing information and required screening forms and documentation to determine proper referral; schedules appointments for students with guidance from clinical staff based on data provided
  • Relays confidential information in an efficient manner to the appropriate persons
  • Maintains confidentiality of clients/patients in all interactions while facilitating necessary transfer of information
  • Acts as a contact for incoming calls to CAPS
  • Provides information, takes messages, or redirects inquiries to staff or other campus units. Performs these duties in adherence with established confidentiality guidelines
  • Provides information regarding CAPS services to campus units, staff and faculty, and friends and family members of UCSC students
  • Assists CAPS staff with clinical and medical records management
  • Brings potential problems or concerns involving students, staff, and front office operations to the Director and Administrative Supervisor
  • Follows State of California and federal confidentiality rules and HIPAA regulations
  • Receives and directs visitors

30% - Administrative

  • Schedules appointments, sets up meetings, and maintains calendars
  • Assembles, arranges photocopying, and distributes materials
  • Follows clinical record archiving and retrieval procedures for both CAPS records in accordance with American Psychological Association, American Psychiatric Association, and State of California regulations
  • Accesses electronic record keeping systems to obtain client/patient information
  • Creates, updates and maintains various logs for reception tasks
  • Identifies and makes recommendations for improved and/or streamlined office processes

10% - Special Projects

  • Assists with inventory control of supplies and forms
  • Provides back-up support and assistance as needed
  • May provide back-up to Student Health Center Patient Support operations including the Reception & Appointment Making Stations and Medical Records Departments
  • Other duties, as assigned


  • Experience in health care, medical, or counseling office setting
  • Extensive administrative and clerical skills and experience, including thorough knowledge of office procedures, file and project organization
  • Demonstrated organizational skills
  • Excellent verbal communication skills
  • Excellent written communication skills with attention to detail and minimal errors.
  • Sensitivity to individual and cultural diversity, with the ability to work effectively with diverse individuals
  • Ability to exercise independent judgment and diplomacy while working effectively with multidisciplinary health care professionals and a wide range of university staff, students and clients
  • Ability to effectively handle difficult, sensitive, and confidential situations tactfully
  • Demonstrated sensitivity to patients within the mental health field
  • Ability to work on several tasks concurrently, with frequent interruptions
  • Ability to take initiative, identify and make recommendations for improved and/or streamlined processes
  • Demonstrated ability to use electronic record-keeping systems
  • Excellent typing and computer skills, sufficient to type correspondence, reports, etc. with speed and accuracy
  • Demonstrated experience and skill with PCs, Windows, Word, Excel, internet resources and electronic mail
  • Demonstrated capacity to learn new software packages and to teach these skills to staff


Selected Candidate will be required to pass a pre-hire criminal history background check prior to formal job offer.

Must complete HIPAA (Health Insurance Portability and Accessibility Act) Training within 30 days of hire

Must complete Title IX (Sexual Harassment) training every two years

Will be required to comply with current Student Health Center employee health safety requirements for health care workers as defined by state and federal regulatory agencies; current health safety requirements to be discussed during interview

The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.

Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.


All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.


Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.


The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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