Front Desk & Scheduling Coordinator – Student Wellness

Humboldt State University; Arcata (CA); On-site; USD 35,000 - 51,000; Full time

Benefits offered by this job

Vacation & health benefits

Life insurance

Education fee waiver

PERS retirement

15 paid holidays

Job summary

Cal Poly Humboldt's Counseling and Psychology Services Department is seeking an Administrative Support Assistant II to provide clerical and reception support in the CAPS unit, with primary duties in Counseling & Psychological Services. This full-time, 10-month position offers a comprehensive benefits package and a probationary period.

The role involves first-contact duties, scheduling, records management in the EMR system, crisis screening, publicity and general office tasks, with required

Qualifications

• Minimum Qualifications: Entry to this classification requires fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office procedures; an ability to operate standard office equipment; an ability to learn office technology systems; an ability to perform basic mathematical calculations; and typing and keyboard skills.
• These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment.

Responsibilities

• First points of contact: 50% - First point of contact with the public, face‑to‑face, over the telephone, or via email providing them with departmental information and guidance.
• Maintain confidentiality at all times.
• Receive and direct incoming calls appropriately, and take complete messages for call‑backs. Manage the CAPS phone lines as first point of contact.
• Schedule, reschedule, cancel, & confirm client appointments, entering pertinent information into our EMR and maintaining their basic information as necessary.
• Notify providers of changes in appointment status when appropriate. This includes handling scheduling needs for practicum students at CAPS BSS office, and psychiatry appointments, whether in person or through telehealth.
• Check‑in clients for appointments.
• Assist students with filling out health forms on tablets as needed and upload forms into their EMR.
• Explain our no‑show policy to clients.
• Stay abreast of CAPS groups and inform interested students about groups and procedures before joining a group.
• Assist clients in completing requests to release psychotherapy records.
• Provide general guidance and basic leadership to student assistants when necessary.
• Request temporary parking permits for visitors as needed.
• Clerical Duties – 15% - Receive and distribute departmental mail. Scan and import files into EMR. Make photocopies, handle phone calls, and perform other reception tasks for staff as needed.
• Must be flexible with work hours and may be required to cover some evening hours.
• Maintain bulletin boards with up‑to‑date information.
• Assist in opening and closing of the office and assuring that any confidential material is secure.
• Stay abreast of CAPS website and upcoming outreach and psycho‑educational workshops to best inform the public.
• Basic cleaning and organization of front desk and waiting room area.
• Provide general clerical assistance to the CAPS director, office coordinator, staff/faculty and practicum students.
• Assist with special projects, such as keeping social media avenues up to date.
• Crisis Screening – 15% - Screen counseling crisis contacts with sound judgment; schedule crisis appointments as necessary; notify clinicians and CAPS Director of current crisis; follow established emergency procedures.
• Publicity – 10% - Support group marketing; schedule rooms; produce posters, brochures, and handouts; maintain master list of CAPS groups; advertise CAPS groups on social media and campus.
• Additional Administrative Tasks – 5% - Process the Counseling Evaluations project, assist practicum students and staff with scheduling, coordinate referrals, and support CAPS directors.
• Other duties as assigned – 5%

Job description

Cal Poly Humboldt's Counseling and Psychology Services Department is seeking an Administrative Support Assistant II to provide clerical and reception support in the CAPS unit, with primary duties in Counseling & Psychological Services. This full-time, 10-month position offers a comprehensive benefits package and a probationary period.

The role involves first-contact duties, scheduling, records management in the EMR system, crisis screening, publicity and general office tasks, with required