DEPARTMENT: Counseling Center/Student Affairs

STARTING SALARY: $16.60

AVAILABLE: Mid-August 2022

INTRODUCTORY PERIOD: Six (6) months

POSTING DATE: July 1, 2022   

APPLICATION DEADLINE: July 15, 2022 at 2:00 pm, PST  

Definition of Classification:

The Administrative Assistant II provides a wide range of administrative and receptionist support duties to the Counseling Center (CC) staff. Serves as the assistant to the Director in coordinating and implementing the day-to-day office operations.

Reporting to the Director of the Counseling Center, this position serves as an administrative support staff and first point of contact for the Counseling Center. Work will consist of coordination and execution of activities, projects, and events.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

• Provides general receptionist support for the Counseling Center, including scheduling initial and follow-up appointments in Titanium (electronic medical records) and Microsoft Outlook, answering phones, fielding, and referring crisis calls, and explaining procedures to students, parents, faculty and staff about counseling services.
• Maintains the privacy rights of students receiving mental health services in a busy and multifunctional reception area.
• Coordinates many aspects of student crisis situations including responding appropriately to students in crisis, alerting appropriate clinical personnel including Director, managing complex scheduling issues, and interfacing with other campus and outside agencies.

• Creates, organizes, and maintains electronic clinical charts.

• Assumes responsibility of operational tasks such as maintaining available stock of forms and brochures, keeping common files for testing and support material organized and replenished; using and maintaining iPads, interfacing with Information Technology, Facilities, and other departments as needed, and maintaining the Counseling Center appearance as orderly and pleasant.
• Assumes responsibility for specific projects under the direction of the administrators including, but not limited to, scheduling (Question, Persuade, Refer / suicide prevention) trainings, setting up intern interviews, and data entry.
• Assists with scheduling student appointments with outside providers as needed.
• Keeps Director informed of all administrative and clinical events, problems, and issues.

• Creates and updates marketing materials for the counseling center.
• Updates counseling center website.
• Performs other duties and special projects as assigned.

Qualification Guidelines:

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

• High school diploma or equivalent supplemented with two years of additional course work in related fields such as business, secretarial, computer software/word processing and spreadsheet programs. Bachelor’s degree .
• Three years of administrative support experience or related experience including the ability to use database and Microsoft Office software programs. Experience working in the mental health field preferred.

Knowledge and Skills:

• Knowledge of English grammar, spelling, punctuation and be able to clearly communicate orally and in writing.
• Excellent verbal and written communication skills.
• Basic knowledge of mathematics.
• Excellent organizational skills, and detail-orientated with high accuracy.
• Ability to prioritize tasks, meet deadlines and work independently and with minimal supervision in a fast-paced environment with changing priorities.
• Knowledge of record keeping and record retention requirements.
• Proficient computer skills using Microsoft Office Suite including Excel, Word, PowerPoint, Publisher, Outlook, and other applications.
• Ability to operate standard office equipment.
• Aptitude to learn new and evolving technology.
• Knowledge of applicable federal and state laws and regulations.
• Understand, interpret, and apply federal and state policies and laws.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
• Ability to exercise independent judgment and initiative.
• Deliver great customer service.
• Ability to work effectively with confidential information.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff. 

Physical Requirements/Working :

Working Conditions:

Standard office and field setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 10 pounds.

TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed please call (909) 748-8040.

INFORMATION REGARDING COVID-19: New employees are required to submit proof of having received the full course dose of an approved COVID-19 vaccine including a booster or submit an exemption request for medical or religious reasons within sixty (60) days from your date of hire.