Administrative Support Assistant II

Job Title

Administrative Support Assistant II

Classification

Administrative Support Assistant II

Auto Req. ID

559305

Salary Range

Classification Range $3,565 - $5,092 per month

(Hiring range depending on qualifications, not anticipated to exceed $3,565 - $4,329 per month)

Work Schedule

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

Why CSUF

California State University, Fullerton (Cal State Fullerton) is a leading public university committed to student success, academic excellence, and inclusive excellence. The university fosters a collaborative environment that supports teaching, research, and service while promoting innovation and professional growth. Cal State Fullerton is both a Hispanic-Serving Institution and an Asian American and Native American Pacific Islander-Serving Institution, and a recipient of the Seal of Excelencia (2021 and 2024) from Excelencia in Education. Joining Cal State Fullerton means becoming part of a community dedicated to advancing student achievement, career success, and economic mobility.

Department

The Student Health and Counseling Center within the Division of Student Affairs strives to support students in achieving their academic, professional, and personal goals. Maintaining an optimal level of wellness is crucial for living a higher quality life and reaching your highest potential. We seek an exceptional individual to join our team as the Administrative Support Assistant II. The ideal candidate in this role should have a positive attitude and an active, energetic mind characterized by highly ethical practices and a commitment to inclusivity, openness, flexibility, integrity, and kindness.

Duties and Responsibilities

The Administrative Support Assistant II is responsible for working in the Counseling and Psychological Services (CAPS) reception area greeting students, scheduling appointments, checking-in appointments, answering phones, relaying messages to more than 30 health providers and staff, entering and scanning medical records into the electronic medical record, releasing holds, re-scheduling appointments as needed for cancellations and staff absences, checking student eligibility for services, and verifying student forms are current in the electronic medical record for the Counseling and Psychological Services department, while maintaining a pleasant, helpful, and professional demeanor. The Administrative Support Assistant II should have knowledge and experience utilizing electronic medical records while making informed independent decisions about psychological appointments with attention to detail and knowledge of Health Insurance Portability and Accountability Act (HIPAA) confidentiality guidelines. Additional responsibilities may include preparing subpoenas and archiving medical records. Provide additional administrative support to teams within CAPS and complete duties such as taking meeting minutes for committees. Other duties as assigned.

Essential Qualifications

High School diploma or the equivalent. General working knowledge of applicable university infrastructure, policies, and procedures. Thorough knowledge of office methods, procedures, practices, and equipment. Thorough knowledge of English grammar, punctuation, and spelling with demonstrated competence in effectively presenting standard information in writing. Ability to learn, interpret independently, apply, and identify deviations from a variety of complex policies and procedures. Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions. Ability to perform arithmetic functions of a transactional nature, including tracking and comparing data. Ability to work on the front line, with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills. Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions. Basic typing and keyboarding skills.

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 complete the background check satisfactorily may affect the continued employment of a current CSU employee who was conditionally offered the position.  

Preferred Qualifications

Prior experience working in a mental healthcare setting. Prior experience working in a university or community college setting. Thorough knowledge of HIPPA confidentiality guidelines and familiarity with utiliz