Job No: 509442
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Probationary, Full Time
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

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.
Job Summary
Under the direction of the Director and general support of the office lead, the Administrative Support Assistant will perform a variety of general and specialized office clerical and medical records related duties, in support of CSUSB's Counseling and Psychological Services department.
The following typical responsibilities include:

• Builds the schedule structure for all counselors each semester to ensure adequate daily clinical coverage by inputting various types of appointment placeholders into each counselors' schedule within the medical recording keeping/scheduling software.
• Serves as scheduler for CAPS clinical schedule responding to in person or telephone requests for services by inputting appointments into medical recording keeping/scheduling software.
• Performs front counter reception duties such as greeting, checking in clients for appointments and assisting students with filling out intake forms (demographic questionnaires, HIPPA notification, consent forms) online or in hard copy if necessary.
• Verifies and confirms student enrollment for eligibility for services utilizing PeopleSoft Campus Solutions.
• Verifies client demographics and ensures client information imported from PeopleSoft is updated and correct.
• Ensures front office interactions with clients and members of the general public adhere to HIPAA regulations.
• Answers telephones and routes calls as needed.
• Assists in opening and closing of clinic.
• Provides administrative support to the ASC, Director, and Counselors as needed.
• Distributes daily mail.
• Retrieves CAPS checks from Bursar's office.
• Maintains waiting area and ensures that client handouts and brochures are stocked and orderly.
• Performs routine clerical tasks related to daily operations.
• Scans physical documents and forms for import into medical record keeping software.
• Processes and maintains incoming and outgoing clinical correspondence and documents.

Employment Status: Full-time, Non-Exempt, Probationary with the possibility of converting to permanent.
Application Review Deadline: This position will remain open until filled. Applications will be reviewed beginning February 2, 2022.
Work Schedule

• Monday through Friday from 8:00 AM to 5:00 PM. Some evenings and weekend hours may be required.

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 knowledge 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.

Education and Experience

• High School diploma or its equivalent AND two years of experience in general office clerical or secretarial work or the equivalent.

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.
• Ability to manage high volume, fast paced telephone and in-person inquiries.
• Strong multitasking and organizational skills.
• Ability to work independently and make independent decisions regarding clinical scheduling.
• Ability to manage emergency/crisis calls or walk-ins while effectively gathering information.
• Ability to remain calm and make decisions in stressful situations.
• Advanced computer skills with medical record keeping software.

Salary
Anticipated Hiring Range: $3,120 per month
Classification Range: $3,120 - $4,592 per month
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.
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)