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Administrative Support Assistant II

$3,338 – $3,667 monthly

California State University, Long Beach

Last Updated: 5/20/23

Job Description


Administrative Support Assistant II

Job No: 527197
Work Type: Staff
Location: Long Beach
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time

Job Summary

The Administrative Support Assistant supports Counseling and Psychological Services (CAPS) operational goals through administrative efforts. The incumbent responds to in-person, phone, and email inquiries from students, faculty, staff, and public about the services offered. This position represents CAPS/Student Health Services (SHS) to the university campus and outside campus community. Ability to maintain confidentiality is of the utmost importance. This position will work in CAPS but will cover SHS as assigned and based on operational need. This position may deal with crisis situations and/or persons in high levels of behavioral health distress. It is imperative the incumbent demonstrates the ability to remain calm and attentive under pressure. The incumbent provides services that are equitable, inclusive, and culturally sensitive to enhance the quality of campus life. This position uses a student centered and equity minded approach in all communication and service efforts.
Key Responsibilities

  • Provide excellent customer service to patients.
  • Direct students to appropriate services, as well as assesses the urgency of student, faculty and/or staff needs.
  • Check-in patients, verify identification and age, schedule appointments, verify patient eligibility.
Knowledge Skills and Abilities

Knowledge of HIPAA Health Care Privacy and Security Law compliance. Knowledge of confidential and legal aspects of medical records. Ability to use computer software as appropriate to Health Service operations. Ability to operate multi-line phone system. Ability to utilize excellent customer service skills. Fully proficient in the use of all office equipment such as a computer, telephone, fax, copier, and paging system. Excellent interpersonal/communication skills, including sensitivity to a wide array of patient concerns and crisis with ability to maintain confidentiality. Skill and diplomacy in handling confidential medical situations. Ability to communicate effectively with an ethnically and culturally diverse campus community. Oral communication skills to communicate diplomatically and effectively with co-workers, staff, and departmental staff. Ability to work as part of a team through close collaboration with colleagues and coordinate with others. Ability to establish and maintain cooperative working relationships and maintain a positive and respectful attitude. Ability to work effectively and productively as part of a team. Ability to consistently report to work on time prepared to perform the duties of the position. Ability to consistently be present at job/work. Comply with SHS/CAPS policies, procedures, and guidelines. Ability to communicate in standard English (read, write, etc.) to take and provide information. Ability to maintain equanimity during peak times and or crisis -- to maintain composure under pressure. Ability to make decisions quickly, especially under pressure. Possess a team-oriented approach to working in a large office. Working knowledge of word processing, database management, scheduling, presentation, and graphics and publishing programs. Exceptional organizational skills, ability to plan and project office needs. Ability to provide excellent customer service to the Campus community, vendors, and other outside agencies. Skill in performing customer service in a polite and timely fashion: ability to identify what customer needs and reroute him/ her to the correct department; ability to relay customer requests and complaints accurately and appropriately; to describe and convey services provided by the Division. Working knowledge of standard safe work practices. Excellent oral communication skills and effective interpersonal skills required. Incumbent must have experience processing, answering and following-up as needed with office mail, phone calls, email and in-person visitors. Must be able to respond to complex inquiries from the public and from CSULB employees and students. Due to telephone and in-person interactions, must possess the ability to understand, interpret and respond (orally and in writing) to a broad range of complex issues, procedures, policies, ideas, information, and instructions. Ability to coordinate, organize and demonstrate command of a continuously changing array of information, dates, places, and people in a systematic way in order to optimize efficiency and minimize duplication of effort in the process of completing administrative support projects. Skill in working in a team environment in a collaborative manner with all levels of organization. Ability to operate office equipment such as fax machines; copiers; calculators; overhead and LCD projectors; scanners, etc. Experience with Microsoft Office Suite and Outlook software to ensure that incumbent will be able to schedule appointments, write memos, etc. Ability to exercise sound judgment. Skill in analyzing information, problems, situations, practices, or procedures to define the problem or objective; identify concerns or factors, patterns, relationships; formulate logical and objective conclusions; and recognize alternatives and their implications. Ability to independently handle multiple work unit priorities and projects.

Ability to communicate with an ethnically and culturally diverse campus community. Ability to follow all university policies, procedures, and guidelines including but not limited to safety, civility, information security, and non-discrimination policies and procedures. Ability to contribute to a positive university experience for each and every student, and assist in achieving the university's commitment to a "vision of excellence."
Education and Experience

  • Equivalent to three (3) years of administrative support experience required.

  • Experience working in a service-oriented medical office that is fully electronic preferred.

  • Knowledge of college or university health care center setting preferred.
    Physical Summary

    Sedentary work - Involves mainly sitting. Walking and standing are minimal. Lifting is limited to lightweight objects. (10 pounds or less).
    Department

    Counseling & Psychological Services - Division of Student Affairs
    Classification

    Administrative Support Assistant II
    Compensation

    Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources.

    Hiring Range: $3,338 - $3,667 per month commensurate with candidate's education, experience, skills, and training

    CSU Classification Salary Range: $3,338 - $4,913 per month
    Benefits

    Excellent benefits through CalPERS (health, vision, dental), tuition fee waiver, generous vacation and sick leave, and 14 paid holidays each year.
    Time Base

    Full-time temporary position for one (1) year with no permanent status granted. Temporary assignments may expire prior to the ending date.
    Application Procedures

    Click Apply Now to complete the CSULB Online Employment Application.

    PLEASE FILL OUT THE APPLICATION COMPLETELY. It is important that all sections of the on-line application are filled out completely and accurately. Please include all relevant education and experience. Your application will be used to determine whether you meet the minimum qualifications for this position.
    Additional Information

    CSULB is not a sponsoring agency for staff and management positions (i.e. H-1B Visas).

    A background check (including a criminal records check) must be completed satisfactorily and is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

    Due to the nature of this position, current CSULB employees are subject to a criminal record check unless they have successfully completed a criminal background check through CSULB within the past 12 months.

    California State University Long Beach expects respectful, professional behavior from its employees in all situations. Acts of harassment or abusive conduct are prohibited. Demonstrated appropriate professional behavior, treating others with civility and respect, and refusing to tolerate abusive conduct is expected of all employees.
    Equal Employment Statement

    California State University Long Beach is an Affirmative Action/Equal Opportunity Employer that is strongly committed to promoting diversity in all areas of the campus community. We consider qualified applicants for employment without regard to age, physical or mental disability, gender or sex, genetic information, gender identity, gender expression, marital status, medical condition, nationality, race or ethnicity, religion or religious creed, sexual orientation, and veteran or military status.

    To view the University's Annual Campus Crime Report go to: http://daf.csulb.edu/offices/ppfm/police/statistics/index.html. Copies of the report are available upon request. To request a copy, contact the University Police Department at [Register to View] .
    Accommodations

    We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact StaffHR-Accommodations@csulb.edu.
    Out of State Employment Policy

    California State University, Long Beach, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California.

    As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.


    Application Closes: May 04, 2023 (11:55 PM)

    To apply, visit https://careers.pageuppeople.com/873/lb/en-us/job/527197/administrative-support-assistant-ii




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Company Details

Long Beach, California, United States
CSULB, one of the largest universities in the CSU system, is located in Long Beach on a beautifully landscaped, 320-acre campus near the ocean and the thriving downtown area. The school’s faculty and staff are engaged in a broad array of high-quality undergraduate and graduate programs, significant research, in addition to a wide range of community and professional service organizations.