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San Jose State University

Location: San JoseCA 95192 Document ID: AC246-1WLH Posted on: 2018-08-0608/06/2018 Job Type: Part-time

Job Schedule:Part-time
2018-09-05
 

Office Scheduler (Part-Time)(Temporary)

Compensation

Classification: Administrative Support Coordinator I
Salary Range: $2846/month - $4852/month
FLSA status: Non-Exempt

San Jose State University offers employees a comprehensive benefits package. For more information on programs available, please visit http://www.sjsu.edu/hr/benefits/

About the Position

*Please note that this is a part-time temporary position. Working hours during Fall/Spring semester are 1:00 p.m. ' 6:00 p.m. and during the Spring/Summer break are 12:00 p.m. -5:00 p.m.

Reporting to the Associate Director of Counseling & Psychological Services, and receiving work lead direction from Administrative Analyst/Specialist, the Scheduler & Administrative Support Coordinator performs a full range of moderately complex to complex office and administrative support functions. Working independently, under direct supervision, the position is primarily responsible for providing a variety of general office and administrative support for the Counseling & Psychological Services department front office. Working in a fast paced environment, the position provides assistance, clerical support, and customer services support for the office. The position greets visitors, answers phones and schedules appointments. The position is stationed at the front counter and will be checking-in clients quickly for appointments, documenting client status and making sure appointment paperwork is current for all clients. Should the department be awarded a grant from the Substance Abuse and Mental Health Services Administration (SAMHSA), the position will include assisting the primary investigator (PI) with administrative tasks.

Responsibilities include but are not limited to the following:
- Provides friendly customer service in person, on the telephone and via email.
- Greets and checks-in clients for appointments, groups, consultations and meetings.
- Answers phones and directs visitors, students, staff and faculty to campus resources depending on the situation.
- Schedules personal appointments, educational appointments, crisis appointments and case manager appointments.
- Assists and updates Titanium daily schedules for accurate appointment codes.
- Provides departmental information to students coming in during scavenger hunt activities and tabling events when needed.
- Processes psychiatric referrals to and from Student Health Center when needed.
- Opens or closes the front office and equipment on a daily basis when needed.
- Assists and responds to the CAPS general email account in the absence of receptionist.
- Alerts counselors and staff of appointment arrivals and any special documentation needed for clients.
- Enters new clients into the Titanium database, activates inactive returning clients, and updates assigned counselor on client profiles.
- Assists with scanning additional confidential client information and electronically attaches e-documents into client's files.
- Enters CAPS hard copy SDS paperwork into records system when needed.
- Assists with calling, cancelling and rescheduling appointments when counselors are sick if needed.
- Responds to and follows-up appropriately to any messages left by clients or counselors.
- Back-up processor for ProtoCall reports and enters non-client note and alerts assessment counselor onduty.
- Assists with Grant administrative duties as needed.
- Assists with creating requisitions for grant needs through Research Foundation.
- Assists analyst with preparing grant student assistant's pay sheets.
- Assists with event planning for special events associated with grant (i.e., catering, printing, finding locations and
room reservations)
- Assists counselors with administrative support if needed.
- Provides back-up assistance/coverage for receptionist, office coordinator and assistant to director when they are absent or when needed.
- Assists with special or rush office projects when needed and performs other duties as assigned.

Education and Experience

Completion of a high school program, technical/vocational
program, or their equivalents combined with two years of related office work experience

Knowledge, Skills & Abilities

- Knowledge of University methods, procedures and practices; English grammar, business writing, punctuation and spelling.
- Ability to compose and appropriately format correspondence and reports.
- Strong oral and written communication skills.
- Excellent customer service and public relations skills.
- Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies
- Ability to engage in effective interpersonal communications, and to direct, inform, instruct, guide, and assist visitors/callers appropriately.
- Knowledge of databases and software applications such as: word processing, spreadsheet, web browser, File Maker Pro, or comparable databases.
- Experience scanning and creating digital health care documents.
- Ability to learn PeopleSoft database software.
- Ability to formulate daily and weekly reports for both internal and external use.
- Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and
- creative solutions.
- Ability to perform standard arithmetic functions of a transactional nature.
- Ability to perform accurately in a detail-oriented environment.
- Ability to handle multiple work priorities, organize and plan work and projects.
- Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
- Ability to quickly learn and apply a variety of general state, federal, CSU, and SJSU policies and procedures and department
- specific deadlines.
- Ability to work in a busy environment and multi-task with constant interruptions.
- Ability to be organized and follow directions.
- Ability to perform accurately in a detail-oriented environment.

Posting Date

June 22, 2018

Application Screening

Application Screening begins July 9, 2018
Applications received before that date will receive first consideration.

This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Required Application Material:

Resume
Letter of interest
Complete SJSU Online Employment Application

Please note that failure to completely fill out each section of the online application may result in your application not receiving consideration.

Note To Applicant

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a conditional offer of employment to the selected candidate, 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 satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS)

All San Jose State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Equal Employment Statement

SJSU is an Equal Opportunity Affirmative Action employer. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability.

It is the policy of SJSU to provide reasonable accommodations for applicants with disabilities who self disclose.

Contact Information

One Washington Square San Jose, CA 95192-0046
Phone: 408-924-2250