Job Title: Job ID: LocationDepartment Name Salary and Benefits View Benefits Summary link or by request from SSU Human Resources.
Application Deadline Conditions of Employment Responsibilities Assist in orderly client flow from reception to clinical areas and coordinate work with administrative priorities and clinical service needs; Coordinate wait list for counseling appointments.
Computer: Utilize standard office computer hardware and software programs including Microsoft Word, Excel, PeopleSoft and other database programs as well as Titanium (an electronic scheduling and record keeping system for psychological records) with fluency; Responsible for clinical scheduling and clinical database software usage; Help utilize, coordinate, troubleshoot, update and maintain Titanium software and database; Maintain and update the CAPS website using Dreamweaver; Suggest and implement enhancements to the CAPS website; Produce CAPS publications using Publisher/InDesign; Learn new or evolving computer programs applicable to the CAPS setting; Assist other CAPS staff with use of computers and software, working with IT staff and software help lines as needed; Perform accurate computer data entry, retrieve data as needed, and generate clinical and statistical reports; Make suggestions for enhancement of CAPS computer operations.
Medical/Psychological Records: Accurately work with confidential psychological records including preparing, maintaining and updating patient charts consistent with a standard format; Ensure proper review and timely inclusion of consultations, correspondence, client identifying information, consent to treatment, forms, etc.; Secure the organization, location and confidentiality of client records and related files; Participate in the release of medical records in accordance with legal, ethical, and procedural requirements; Work with CAPS Clinical Coordinator and/or Director to design and implement record-keeping systems, forms, and procedures; Maintain files of former clients and handle the annual destruction of expired files, per established APA (American Psychological Association) guidelines; Work with Titanium electronic data base including importing of client data from kiosks.
General Office and Administrative Support: Keep Director informed of job progress, problems, etc.; Support the full range of clerical, administrative, and clinical support functions (that do not legally require special certification or licensure) for CAPS clinical and administrative staff including but not limited to typing, word processing, duplicating; Prepare both routine and more complex technical correspondence; Accurately maintain administrative and clinical files and/or records; Resolve problems related to service and supply arrangements with external vendors; Keep track and order office supplies and forms as needed; Organize and prioritize work and assure effective follow-through without direct supervision; Coordinate attendance records and payroll for CAPS staff; Prepare travel forms, reimbursement and direct pay as appropriate for staff and faculty; Manage ProCard expenses; Track expenses and operational costs; Participate in ad hoc reporting and budgetary projections; Generate reports including daily and monthly expense reports; Participate in selection and supervision of administrative assistants; Train, organize and coordinate the work of administrative assistants; Participate in policy and procedure development, quality improvement efforts and documentation, accreditation activities, etc.; Open and secure CAPS office and clinical records area; Update Administrative Manual as needed; Coordinate inventory and requisition of all CAPS supplies and equipment and maintain current record of inventory; Take primary responsibility for CAPS physical premises and interface effectively with internal departments to ensure maintenance and repairs occur promptly; Maintain CAPS resource library, including book and pamphlet ordering, cataloguing and loan system. Coordinate schedule, billing, and procedures between staff and ProtoCall, after-hours call service. Coordinate staff on-call schedules; Clerical and logistical support for CAPS outreach activities and projects, including helping with publicity, programming and logistics of events, activities, giving information sessions, tours, etc.; Coordinate security of clinicians, clients and staff and interface with police as necessary in crisis situations; Related duties as assigned in order to facilitate the smooth and effective operation of CAPS.
Performs other secondary duties as assigned.
Located in Stevenson Hall on the Sonoma State University campus, a fast paced out-patient student psychological clinic including waiting, reception, administrative, counseling office areas and some shared workspace(s) and confined areas, as well as other areas requiring walking some distance within the center. Frequent phone calls and public contact in sometimes intense circumstances. Potential exposure to individuals with infectious and other illness. Extended periods of sitting, standing, and computer work required. Occasional need to travel some distance across campus to other departments and areas. The normal work schedule is aligned with the regular campus hours Monday through Friday to meet the operational needs of the campus and department. Evening and weekend hours may be required and will be specified only by the supervisor to meet operational needs. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. As a non-exempt employee, any request for overtime will be specified and pre-approved by Appropriate Administrator.
Qualifications Working knowledge of customer service, computer, clerical, reception and/or counseling center knowledge, skills and increasingly responsible experience in a psychological, medical or similar setting, one to two years of experience preferred; Ability to quickly, accurately and effectively perform all of the described duties of the position while responding to shifting priorities and to the challenges of performing multiple duties in an active, fast-paced counseling clinic environment with intense public contact; Sound judgment, common sense and demonstrated initiative; Excellent communication and interpersonal skills; Ability to effectively and assertively advocate for CAPS needs with internal and external parties and to escalate issues as appropriate; Ability to deal effectively with emotionally distressed students and urgent counseling situations in a calm, empathic, professional and efficient manner; Ability to maintain professional demeanor when faced with inappropriate behavior, language or requests from distraught students; Ability to be highly discreet and maintain strict confidentiality; Ability to maintain a positive attitude under stressful conditions; Demonstrated organizational, prioritization, and teamwork skills; Staff reliability and punctuality is essential. Standards of confidentiality, discretion, professionalism, universal precautions and other safety and risk management practices must be followed. Attire, grooming, and demeanor must be appropriate to public contact in a professional setting. Ability to accurately type 45 words per minute and use a computer and other standard office and clinical support equipment; Intermediate to advanced computer skills and experience, including ability to use a computer for scheduling, word processing, data entry/management, website maintenance, publication and special projects using standard and other office software packages; Thorough knowledge of office methods, procedures and practices and fluency in using standard office software packages, including intermediate to advanced working knowledge of Microsoft Excel, Word, PowerPoint, e-mail, and web search programs. Experience with Titanium, PeopleSoft, Dream Weaver, Adobe Creative Cloud programs and data base software is strongly preferred; Experience with other software systems or the ability to learn quickly, working with IT to implement and troubleshoot system, medical data base, scheduling, and electronic records software; Ability to track operational costs and expenses accurately; Basic accounting knowledge and ability to perform ad hoc reporting; maintain the CAPS budget and prepare budgetary projection analysis and reports; A strong foundation of English grammar, punctuation, spelling and the ability to articulate clearly in both written and oral form; Medical or Counseling Center front desk experience preferred; knowledge of standard medical office, and/or counseling center procedures and practices preferred; Ability to learn and perform appointment scheduling, client triage, psychological records management, psychological ethics, confidentiality, and risk management; Ability to accurately perform standard arithmetic functions, including calculating percentages and ratios; Ability to calmly and professionally deliver difficult information to clients, parents or others, defuse volatile and confrontational situations, and be able to cope effectively with students who are emotional distressed. Acceptance of the working conditions of a counseling center environment and ability to follow appropriate health and safety guidelines appropriate to a counseling center environment; Punctuality, reliability, and initiative; Ability to demonstrate competence, courtesy and caring in job related interactions, maintain cooperative working relationships and serve as an effective and credible representative of CAPS; Ability to appreciate and support individual needs and differences, interact appropriately with a diverse client population, and give consistent attention to issues of privacy, confidentiality, and emotional sensitivity; Ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents; Ability to work productively, show initiative, stay 'at task' while working independently, and effectively handle multiple tasks and competing demands; Ability to accept and profit from constructive feedback; Ability to problem-solve in interactions with others as well as to learn, apply, and explain complex policies and procedures; Ability to demonstrate or quickly acquire a thorough understanding of CAPS policies, procedures, general counseling center standards and practices, etc. and ethical/legal requirements of the practice of psychology; Ability to analyze operations and to provide suggestions for improvements in efficiency and customer service; Ability to participate effectively in the selection, training and supervision of student workers; Ability to work well independently, collaboratively, and under supervision; Ability to sit for up to 7 hours a day and to move quickly through both cramped and expansive work areas; Ability to lift and transport up to 20 lbs, regularly stand, sit, bend, and move quickly in confined areas, use hands for gross and fine motor activities, see, hear and speak clearly, and keyboard at a computer throughout the workday.
Qualification Note Application Process Apply Now' to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
Qualified candidates must submit the following to be considered: 1. Cover Letter (attach as first page of resume) 2. Resume 3. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
About Sonoma State University
Contact Information firstname.lastname@example.org
Copyright 2017 Jobelephant.com Inc. All rights reserved.
Located in California's premier wine country one hour north of San Francisco, Sonoma State is a small campus with big ideas. With a tradition of promoting intellectual and personal growth, leadership opportunities and technological proficiency, SSU offers its students a friendly, safe and informal atmosphere on a beautiful campus setting. Currently, campus housing accommodates students in both apa...rtment and residential suite style facilities. While SSU generally accepts all qualified students who apply from high schools in its service area, 80 percent of the freshmen and 55 percent of the junior transfer students come from outside the North Bay region. With almost half of its student body living on campus, it is one of the most residential campuses within the system.