Executive Assistant

The Regents of the University of California on behalf of their Los Angeles Campus; Northern, Los Angeles (KY, CA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

University of California, Los Angeles (UCLA) Counseling and Psychological Services (CAPS) seeks an organized administrative professional to support the CAPS Executive Director and Leadership Team. The role provides high-level administrative assistance in a confidential campus mental health setting.

You will coordinate reports, schedules, and communications, ensuring smooth operations while upholding HIPAA requirements and professional interactions with students, faculty, and staff.

Qualifications

• Experience in a mental health setting (preferred).
• Ability to communicate effectively and diplomatically with a diverse group of students, faculty, and administrators (Required).
• Professionalism, diplomacy, courtesy, and sensitivity in interactions (Required).
• Ability to create reports and communicate using Windows software including MS Office in a networked environment (Required).
• Experience with patient electronic medical records software/systems (Required).
• Ability to work with interruptions and changes in staffing/schedules (Required).
• Strong prioritizing skills to manage workload (Required).
• Ability to interact respectfully with people from diverse backgrounds (Required).
• Reading mental health records, policies, and manuals to use information (Required).
• Knowledge of HIPAA (Required).

Responsibilities

• Provide high-level administrative support to CAPS Executive Director and leadership team.
• Assist in reporting, scheduling, and communications for CAPS leadership.
• Maintain confidential information and HIPAA compliance.
• Support office operations amid interruptions and scheduling changes.
• Prepare reports and communications as requested by leadership.

Skills

Communication

Professionalism

Interpersonal skills

Diversity sensitivity

Multitasking

Problem solving

Attention to detail

Time management

Tools

MS Office

EMR software

Job description

Position Summary

Counseling and Psychological Services (CAPS) serves as the campus community mental health center for UCLA students; the department includes a multidisciplinary staff of approximately 65 psychiatrists, therapists, case managers, trainees, and support staff. The Department's mission is to support students' emotional and intellectual development, emotional resiliency and personal well-being toward optimizing their ability to thrive in UCLA's diverse learning environment. Clinical services are confidential and available to all regularly enrolled UCLA students, serving approximately 22% of the entire UCLA population. Under the direction of the CAPS Administrative Services Director, the position performs a variety of duties supporting the mission of CAPS and the University in providing high-level, direct administrative support to the CAPS Executive Director and the CAPS Leadership Team including the Administrative Services Director, CAPS Clinical Director, CAPS Training Director, CAPS Preventions and CARE Services Director, and the CAPS Psychiatry Director, as-needed.

Salary & Compensation

• UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• Previous experience in a mental health setting. (Preferred)
• Ability to communicate effectively and diplomatically with a diverse group of students, faculty, and administrators both individually and in group settings. (Required)
• In all interactions, demonstrates professionalism, diplomacy, courtesy, and sensitivity to the emotional and physical status of others. (Required)
• Ability to create reports and communicate utilizing Windows software including MS Office in network environment. (Required)
• Experience with patient electronic medical records software/systems. (Required)
• Ability to work comfortably and effectively with frequent interruptions and changes in staffing and schedules. (Required)
• Skill in working independently and following through on assignments with minimal direction and supervision. (Required)
• Ability to recognize problems and generate alternatives or offer solutions based on knowledge of procedures and existing guidelines. (Required)
• Prioritizing skills to organize workload to accomplish established objectives (Required)
• Ability to speak and interact in a courteous and attentive manner with persons of various social, cultural, socio-economic, and educational backgrounds. (Required)
• Skills in reading documents such as mental health records, policies and procedures, and instructional manuals in order to appropriately use information. (Required)
• Knowledge of the Health Insurance Portability and Accountability Act (HIPAA). (Required)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Schedule

8:00 a.m. to 5:00 p.m.

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Blank Assistant 3 (MI-DPT520000-JC004722-PD168916)