Community Counseling Services Assistant

Community Counseling Services Assistant

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
Location: Oxnard

University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person’s dignity.

Basic Function:
Under the direction of the Director of Community Counseling Services, the Community Counseling Services Assistant is responsible for assisting in the day to day activities of Community Counseling Center. The incumbent performs a variety of customer service, administrative and operational support activities, within a fast paced, client centric, community counseling center environment.

Representative Duties:

• Manages phone system including initial client contacts, forwards messages to therapists, and maintains the emergency and on-call phone lists; receives and responds to incoming calls in a professional manner; monitors the general reception area, greets clients, staff and visitors appropriately and professionally and responds to inquiries in a timely manner E
• Oversees complex scheduling of student counseling services and MFT clients with trainees, interns and licensed professionals. E
• Conducts emergency and crisis response procedures in the event of an emergency. E
• Provide quality customer service to clients and university staff by functioning as a knowledge base for questions and concerns. E
• Prepares and protect community counseling files, maintains uniformity and confidentiality of records, ensures no unauthorized release of confidential information. E
• Routes mail for Director and professional staff. E
• Prepares correspondence; drafts routine responses for the Director. E
• Maintains a billing system for clients, collects payments, and makes deposits to the Business Office. E
• Prepares and updates chart forms, fee schedules, work papers and other supporting material. E
• Compiles information and oversee the production of statistical reports. E
• Makes arrangements for staff meeting and other events. E
• Maintains familiarity with rules, regulations, laws and policies of the University and mental health practices. E
• Maintains and updates procedure manual for students to include updated forms, etc. E
• Performs related duties as assigned by the director
  
  

E = Essential Duties
*The work schedule for this position is Mon, Wed, Fri: 8:30 am to 5:00 pm and Tues and Thurs: 11:30 am to 8 pm

Knowledge Of:

• Modern office practices, procedures, and equipment
• Record-keeping, filing, and information organizing techniques
• Interpersonal skills using tact, patience and courtesy
• Word processing, spreadsheet, database, presentation, and other relevant software applications, including Microsoft Word, Excel, PowerPoint, and Outlook
• Correct English usage, grammar, spelling, punctuation and vocabulary
• Public relations and customer service techniques

Ability To:

• Perform administrative support and customer service duties
• Have sensitivity and respect for mental health diversity
• Operate a computer terminal to enter data, maintain records and conduct word processing
• Coordinate, organize, and oversee office activities
• Type, keyboard, and/or enter data at a speed necessary for successful job performance
• Maintain spreadsheets and files with minimal errors
• Compose correspondence and written materials
• Prepare reports by gathering and organizing data from a variety of sources
• Work confidentially with discretion
• Meet schedules and deadlines by prioritizing work
• Make arithmetic calculations quickly and accurately
• Communicate clearly and concisely, both orally and in writing
• Learn policies, procedures and regulations and apply to specific situations
• Answer telephone and greet the public courteously
• Determine appropriate action within clearly defined guidelines
• Schedule and coordinate meetings, conferences and appointments
• Relay messages, and screen and route calls and visitors
• Establish and maintain cooperative and effective working relationships with others
• Identify policies or procedures that are ineffective and develop new polices and procedure to enhance program or office operations
• Work effectively with frequent interruptions
• Understand and follow oral and written directions

Minimum Qualifications:
Any combination equivalent to: two years of college-level coursework and two years of administrative support experience.

Preferred Qualifications:
Prior experience as an administrative assistant in a non-profit, corporate, higher education
Bachelors Degree
Bilingual in English and Spanish
Experience assisting culturally diverse and LGBT clients

Licenses and Other Requirements:
None

Physical Abilities:
Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files

Working Environment:

• Busy office environment; subject to frequent interruptions.
• The work schedule for this position is Mon, Wed, Fri: 8:30 am to 5:00 pm and Tues and Thurs: 11:30 am to 8 pm

Hiring Range $20.00 - $22.00
Posting Number: Staff002362022
Open Date: 04/19/2023
Close Date: 6/26/2023

To apply, visit https://careers.callutheran.edu/postings/10912

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University’s policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.



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$20.00 - $22.00