Administrative Support Coordinator - (Administrative Support Coordinator II) - Counseling and Psychological Services

Job Description:

Administrative Support Coordinator - (Administrative Support Coordinator II) - Counseling and Psychological Services

Description

*SFSU INTERNAL APPLICANTS ONLY*

Working Title

Administrative Support Coordinator

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be 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.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Counseling & Psychological Services

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday - Friday 8:00AM-5:00PM

Anticipated Hiring Salary

$4,449.00 Per Month ($53,388.00 annually)

Salary is commensurate with experience.

Position Summary

Under the general supervision of the Director for Counseling and Psychological Services (CAPS), and with lead support from the Administrative & Budget Analyst, the Administrative Support Coordinator provides reception coverage including: professional customer service, telephone reception, appointment scheduling, client check-in, data compilation, and support of professional counseling staff to ensure that students are being seen in a timely manner. Additionally, this position assists with the day-to-day maintenance and management of the electronic health records (EHR) system.

Position Information

Reception Duties

• Provide professional customer service via coverage of the reception area.
• Welcome guests and visitors to the department.
• Screen, assess, and schedule appointments based on patient’s immediate clinical/counseling needs according to departmental policy.
• Coordinate patient needs with clinical availability, remaining flexible as needed.
• Communicate effectively with clients, the general public, clinicians, and other staff, including receiving and following instructions as relevant to the duties.
• Answer and assess incoming telephone calls, emails, and Zoom inquiries and forward to appropriate individuals and/or department as necessary.

Records Coordination

• Assist with daily maintenance and management of the CAPS EHR system.
• Assist with keeping counselor calendars current in the EHR system.
• Conduct quality control checks of data entered into the EHR system.
• Run EHR system data queries and publish draft reports regarding CAPS usage and student outcomes.

Marketing / Administration

• Under the guidance of the director of CAPS create and design engaging social media content that promotes CAPS
• Under the guidance of the director of CAPS create posters, flyers, and brochures
• Under the guidance of the director of CAPS create social media content to promote CAPS services and programs.
• In Coordination with (Reports to MPP) Plan and execute promotional strategies for events and workshops through social media Track social media KPIs and contribute towards end-of-semester reports.
• Under the guidance of the director of CAPS create and distribute marketing materials, ensuring alignment with branding standards.

Other Duties as Assigned

Minimum Qualifications

Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices,

as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are

expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly

communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic

arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a

prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program,

or their equivalents combined with several years of related office work experience.

• Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems.
• Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.

Preferred Qualifications

• 3 years of professional experience in an office environment, including coordination of clerical and administrative support functions and/or performance of secretarial and administrative work in a large/complex academic, administrative, or program office.
• Excellent interpersonal and communication (including written) skills.
• Experience maintaining and or managing EHR system(s).
• Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions.
• Ability to use a multiple-line telephone system, standard desk computer, and working knowledge of the entire Microsoft Office suite of tools (including: Word, Excel, PowerPoint, Outlook, etc.).
• Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data.
• Excellent organizational, time management, and problem-solving skills.
• Ability to demonstrate positive and professional customer service at all times.
• Ability to handle confidential information appropriately and exercise tact, sound judgment, diplomacy, and discretion.
• Ability to learn, interpret independently, and apply a variety of complex policies and procedures. Able to identify deviations from applicable policies.
• Core Competencies - embody the following competencies:
• Bias toward collaboration and teamwork.
• Effective oral, written and nonverbal communication skills.
• Customer/Client Focus with an emphasis in problem solving and resolution.
• Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
• Diversity and inclusion.

Environmental/Physical/Special

Incumbent has their own work area and must be able to: work effectively with a variety of individuals and function in a high visibility setting, occasionally under pressure; and, competently interact with a culturally and ethnically diverse population of students, faculty and staff.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

Advertised: Mar 06 2025 Pacific Standard Time
Applications close:

Closing Date/Time: