Administrative / Scheduling Assistant, Counseling & Psychological Services (4722C) 41106 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Departmental Overview

UC Berkeley's University Health Services (UHS) is a comprehensive campus-based health center that provides on-campus medical and mental health care and coordinates supplemental needs for off-campus care through a network of community specialists and hospitals. Counseling & Psychological Services (CAPS) is a unit of the University Health Services (UHS). The purpose of CAPS is to support the academic mission of the University by providing comprehensive counseling that will assist and advise students on a wide range of concerns including academic success, life management, career and life planning, and personal growth and development. CAPS is also involved in the coordination of treatment with both University and non-university agencies, provides evaluation and treatment of psychiatric illness, as well as assists students, faculty and staff in dealing with immediate crises.

This position reports to the unit Business and Operations Manager. This position requires a high level of diplomacy and interaction with staff at all levels. The incumbent must communicate effectively with managerial, professional, and clerical staff and must be able to work collaboratively with staff members at all levels. The incumbent must therefore possess knowledge and experience in supporting staff members and must have good problem-solving abilities, must be self-motivated and able to learn quickly and independently, and must have successful communication skills.


Application Review Date

The First Review Date for this job is: 8/30/2022

Responsibilities

TRIAGE AND SCHEDULING

• Triage clients to determine services needed and identify if emergency services are required. Respond quickly and efficiently to clients in crisis.
• Using an electronic appointment system, determine client's eligibility for services, input and revise client statistical data, check in clients, and schedule appointments. Inform clients in person and on the phone about CAPS services, the appointment system, and client rights and responsibilities.
• Call/Secure message clients to schedule or reschedule appointments as needed
• Handles a variety of sensitive situations with high risk students, involving other staff as needed; answers a wide range of questions from clients, campus partners, parents, police and local hospitals.
• Interpret and process clinical documentation to determine next steps (Verification of Illness, study abroad forms and other supporting documents)
• Triage department message box in electronic scheduling system ensuring that all requests for medication refills, clinical services and referrals are processed in a timely manner.
• Adjust clinical templates as directed to ensure adequate clinical coverage including new hire templates and a variety of schedule adjustments in the electronic scheduling system.

ADMINISTRATIVE/CLINICAL SUPPORT

• Word processing for the unit including edits to manual using PowerDMS, updating org charts, phone rosters, conference room seating charts, etc.
• Scan clinical documentation- Review and scan into student's electronic health record all incoming clinical documentation with attention to detail. Categorize each entry and complete tracking log in electronic health record for each document entered.
• Facilities - Evaluate environmental concerns brought to the front desk by clinicians and resolve or enter help desk tickets as necessary.
• IT Support - Input requests through a ticket system for onboarding, offboarding and troubleshooting requests for the unit.
• Ergonomic evaluations for all CAPS staff at Tang and all satellite locations, as needed. This includes all new hires and up to 15 new clinical interns and fellows annually. Make recommendations and alterations to workstations in timely and economical manner. Complete all paperwork associated with Ergonomic Evaluation and Matching Funds program for partial reimbursement of ergonomic items purchased for employees. Coordinate arrival of furniture, removal of old furniture, computer retrieval and delivery during furniture moves, ensure that security call buttons are removed from old furniture and reinstalled on new furniture
• General Support - assist with ordering business cards, prescription pads, and other general office supplies. Provide event support for conferences, workshops and department wide staff meetings and retreats. Monitor front office and client areas to ensure they are neat, clean, safe and well stocked with supplies
• Calendaring - provide scheduling support for Directors and Managers using various electronic calendaring systems

OTHER DUTIES AS ASSIGNED

• Attend regular staff meetings
• Participate in UHS and CAPS committees as needed
• Other duties as assigned
  

Required Qualifications

• Knowledge of UHS policies and procedures, including risk, legal and health/safety standards.
• Strong oral and written communication skills and effective interpersonal skills to interact with culturally diverse clients/constituents in a confidential environment.
• Experience working in a fast paced mental or medical health front office setting.
• Experience working with an electronic appointment system.
• Experience working with an electronic health record.
• Advanced computer skills including email and calendaring programs: Microsoft Office, Word and Excel. Intermediate skills in Powerpoint, Chrome, Visio.
• Strong customer service sills, tact and diplomacy.
• Must be detailed oriented with attention to accuracy.
• Ability to work as part of a team.
• Ability to complete work in an environment with frequent interruptions.

Education/Training:

• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Familiarity with campus resources.

Salary & Benefits

HIring Range: $25.65 - $30.79 per hour. Salary commensurate with experience. For information on the comprehensive benefits package offered by the University visit:

https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

Please submit your cover letter and resume as a single attachment when applying. Please upload the document in the Resume section, then skip the (optional) Cover Letter upload section.

Other Information

• This is a hybrid position, with up to 20% remote work eligibility.
• Your employment is dependent on obtaining and maintaining a credentialing clearance, background clearance and medical clearance according to University Health Service policies.
• This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Mandated Reporter

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

Equal Employment Opportunity

The University of California is an Equal 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, or protected veteran status. For more information about your rights as an applicant see:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=41106&PostingSeq=1









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