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

*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