Community Counseling Services Assistant

California Lutheran University; Thousand Oaks (CA); On-site; USD 45,000 - 47,000; Full time

Job summary

California Lutheran University in Thousand Oaks seeks a Community Counseling Services Assistant to support day-to-day operations of the counseling center. You will handle client inquiries, scheduling, billing, and client records with a focus on confidentiality and professionalism.

The role requires strong customer service, organization, and communication skills, with opportunities to train student trainees and contribute to a fast-paced, client-centered environment.

Qualifications

• Two years of college coursework and two years of related clerical experience in healthcare, social services, or a related environment.
• Experience in healthcare or social services settings is preferred.
• Bachelor's degree is preferred.
• Bilingual in English and Spanish is preferred.
• Experience assisting culturally diverse and LGBT clients is a plus.

Responsibilities

• Manage receptionist tasks and client inquiries with professionalism.
• Oversee scheduling and administrative support for counseling services.
• Maintain confidential records and billing systems.
• Coordinate meetings and handle office supply orders.
• Support staff training and prepare reports.

Skills

Customer service

Administrative support

Office equipment

Education

Two years college coursework

Bachelor's degree

Job description

Community Counseling Services Assistant

Position Category: Staff (Non-Exempt)

FLSA: Non-exempt

FTE: 1

Location: Thousand Oaks

University Background

The mission of California Lutheran University is to educate leadersfor a global society who are strong in character and judgement,confident in their identity and vocation, and committed to serviceand justice. Founded in 1959 in beautiful Ventura County, theuniversity has an enrollment of about 4,000 undergraduate andgraduate students who come from across the nation and around theworld from a diversity of backgrounds, cultures and faiths. As afederally recognized Hispanic-Serving Institution, Cal Lutheran islooking for candidates with a dedication to and success in workingin diverse communities. The university is committed to an inclusivelearning and work environment that values individual differencesand respects each person's dignity.

Basic Function

Under the direction of the Supervisor, the Community CounselingServices Assistant is responsible for assisting in the day to dayactivities of Community Counseling Center. The incumbent performs a variety of customer service, administrative and operational supportactivities, within a fast paced, client centric, communitycounseling center environment.

Representative Duties

• Manages phone system including initial client contacts,forwards messages to therapists, and maintains the emergency andon-call phone lists; receives and responds to incoming calls in aprofessional manner; monitors the general reception area, greetsclients, staff and visitors appropriately and professionally andresponds to inquiries in a timely manner E
• Oversees complex scheduling of student counseling services andMFT clients with trainees, interns and licensed professionals.E
• Conducts emergency and crisis response procedures in the eventof an emergency. E
• Provide quality customer service to clients. Holds anddisseminates information to clients, students, supervisors, andstaff. E
• Creates and monitors community counseling files, maintainsuniformity and professional standards. Protects confidentiality ofrecords and ensures no unauthorized release of confidentialinformation. E
• Orders office supplies and manages inventory. E
• Provides continuous training to student trainees. E
• Maintains a billing system for clients, collects payments, andmakes deposits to the Business Office. E
• Prepares and updates chart forms, fee schedules, work papersand other supporting material. E
• Makes arrangements for staff meeting and other events. E
• Maintains familiarity with rules, regulations, laws andpolicies of the University and mental health practices. E
• Maintains and updates procedure manual for students to includeupdated forms, etc. E
• Performs related duties as assigned by the director

E = Essential Duties

Knowledge Of

• Modern office practices, procedures, and equipment
• Record-keeping, filing, and information organizingtechniques
• Interpersonal skills using tact, patience and courtesy
• Word processing, spreadsheet, database, presentation, and otherrelevant software applications, including Microsoft Word, Excel,PowerPoint, and Outlook
• Correct English usage, grammar, spelling, punctuation andvocabulary
• 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 andconduct word processing
• Coordinate, organize, and oversee office activities
• Type, keyboard, and/or enter data at a speed necessary forsuccessful job performance
• Maintain spreadsheets and files with minimal errors
• Compose correspondence and written materials
• Prepare reports by gathering and organizing data from a varietyof 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 inwriting
• Learn policies, procedures and regulations and apply tospecific situations
• Answer telephone and greet the public courteously
• Determine appropriate action within clearly definedguidelines
• Schedule and coordinate meetings, conferences andappointments
• Relay messages, and screen and route calls and visitors
• Establish and maintain cooperative and effective workingrelationships with others
• Identify policies or procedures that are ineffective anddevelop new polices and procedure to enhance program or officeoperations
• Work effectively with frequent interruptions
• Understand and follow oral and written directions

Minimum Qualifications

Qualifications are equivalent to : Two years of college-levelcoursework and two years of increasingly responsible experienceproviding clerical and administrative support in healthcare, socialservices, or related environment.

Preferred Qualifications

• Bachelors Degree
• Bilingual in English and Spanish
• Experience assisting culturally diverse and LGBT clients

Licenses and Other Requirements

Ability to work a schedule of four afternoon to evening shifts (Monto Thurs 11:30 am to 8:00pm) and one day shift ( Friday 8:30 am to5:00pm)

Physical Abilities

Detect to understand appropriate written correspondence; operate acomputer and other office productivity machinery, such as acalculator, copy machine, and computer printer; communicate toexchange information in person, in writing, on the telephone and byemail; stationary position for extended periods of time; move ortransport light objects; position self to store and/or retrievefiles

Working Environment

• Busy office environment; subject to frequentinterruptions.

Hiring Range

$21.50-22.66/ hour

Posting Number

Staff005632022

Open Date

09/18/2026

Close Date

10/02/2026

California Lutheran University is committed to providing equalopportunity in employment for all persons, regardless of race,religious creed, color, national origin, ancestry, physicaldisability, mental disability, medical condition, marital status,sex, age, sexual orientation, genetic information, gender, genderidentity or expression, or any other basis protected by applicablelaw. No person shall be excluded from participation in, be deniedthe benefits of, or be subjected to discrimination in any program,activity or facility of the University on the basis of thesefactors in a manner consistent with applicable federal and statelaws, regulations, ordinances, orders and rules, and University'spolicies, procedures, and processes.

Upon request, reasonable accommodations in the application processcan be provided to individuals with qualifying disabilities. Pleasecontact the Human Resources Department for further information orto request an accommodation.