Community Counseling Services Assistant

FLSA: Non-exempt FTE - 1 Location - Thousand Oaks University Background - The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity. Basic Function - Under the direction of the Supervisor, the Community Counseling Services Assistant is responsible for assisting in the day to day activities of Community Counseling Center. The incumbent performs a variety of customer service, administrative and operational support activities, within a fast paced, client centric, community counseling center environment. Representative Duties - Manages phone system including initial client contacts, forwards messages to therapists, and maintains the emergency and on-call phone lists; receives and responds to incoming calls in a professional manner; monitors the general reception area, greets clients, staff and visitors appropriately and professionally and responds to inquiries in a timely manner Oversees complex scheduling of student counseling services and MFT clients with trainees, interns and licensed professionals. Conducts emergency and crisis response procedures in the event of an emergency. Provides quality customer service to clients. Holds and disseminates information to clients, students, supervisors, and staff. Creates and monitors community counseling files, maintains uniformity and professional standards. Protects confidentiality of records and ensures no unauthorized release of confidential information. Orders office supplies and manages inventory. Provides continuous training to student trainees. Maintains a billing system for clients, collects payments, and makes deposits to the Business Office. Prepares and updates chart forms, fee schedules, work papers and other supporting material. Makes arrangements for staff meeting and other events. Maintains familiarity with rules, regulations, laws and policies of the University and mental health practices. Maintains and updates procedure manual for students to include updated forms, etc. Performs related duties as assigned by the director Knowledge Of - Modern office practices, procedures, and equipment Record-keeping, filing, and information organizing techniques Interpersonal skills using tact, patience and courtesy Word processing, spreadsheet, database, presentation, and other relevant software applications, including Microsoft Word, Excel, PowerPoint, and Outlook Correct English usage, grammar, spelling, punctuation and vocabulary 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 and conduct word processing Coordinate, organize, and oversee office activities Type, keyboard, and/or enter data at a speed necessary for successful job performance Maintain spreadsheets and files with minimal errors Compose correspondence and written materials Prepare reports by gathering and organizing data from a variety of 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 in writing Learn policies, procedures and regulations and apply to specific situations Answer telephone and greet the public courteously Determine appropriate action within clearly defined guidelines Schedule and coordinate meetings, conferences and appointments Relay messages, and screen and route calls and visitors Establish and maintain cooperative and effective working relationships with others Identify policies or procedures that are ineffective and develop new polices and procedure to enhance program or office operations Work effectively with frequent interruptions Understand and follow oral and written directions Minimum Qualifications - Qualifications are equivalent to: Two years of college-level coursework and two years of increasingly responsible experience providing clerical and administrative support in healthcare, social services, 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 (Mon to Thurs 11:30 am to 8:00pm) and one day shift (Friday 8:30 am to 5:00pm) Physical Abilities - Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files Environment - Busy office environment; subject to frequent interruptions. Hiring Range - $21.50-22.66/ hour