The California State University · 4 hours ago
Administrative Support Assistant (Admin Support Assistant II), CAPS
San Bernardino, CA
Full-time
Onsite
Entry Level
$3,656/mo - $5,092/mo
2+ years expCalifornia State University is seeking an Administrative Support Assistant to provide administrative support for the Undocumented Student Success Center. The role involves coordinating schedules, handling front-counter reception duties, and maintaining client records while ensuring compliance with university policies and procedures.
EducationHigher EducationUniversities
No H1B
Responsibilities
Coordinates and maintains counselor schedules each semester to ensure adequate clinical coverage using medical record-keeping and scheduling software
Serves as the scheduler for the CAPS clinical schedule by responding to in-person and telephone requests for services and entering appointments into the scheduling software
Performs day-to-day work relatively independently under general instructions, including front-counter reception duties such as greeting clients, checking them in for appointments, and assisting with the completion of intake forms both online and in hard copy
Verifies and confirms student enrollment for service eligibility using PeopleSoft Campus Solutions
Reviews and updates client demographic information to ensure accuracy of data imported from PeopleSoft
Utilizes general knowledge of university infrastructure, policies, and procedures to ensure that front office interactions with clients and the general public comply with HIPAA regulations
Handles front-line contacts with a variety of campus and community individuals, including answering telephones, responding to inquiries, and routing calls as needed
Assists with opening and closing the clinic
Provides administrative support to the Administrative Support Coordinator (ASC), Director, and counselors as needed
Handles multiple work priorities, including distributing daily mail, retrieving CAPS checks from the Bursar’s Office, and maintaining the waiting area to ensure client handouts and brochures are stocked and orderly
Performs routine clerical tasks related to daily operations
Scans physical documents and forms into the medical record-keeping software to ensure accurate and complete client records
Processes, organizes, and maintains incoming and outgoing clinical correspondence and documents
Performs other classification-related duties as assigned
Qualification
Required
High school diploma or its equivalent
Two years of experience in general office, clerical, or secretarial work, or an equivalent combination of experience
Experience demonstrating proficiency in performing most work assignments
General working knowledge of applicable university infrastructure, policies, and procedures
Thorough knowledge of office methods, procedures, and practices
Fluency in standard office software packages
Thorough knowledge of English grammar, punctuation, and spelling
Ability to independently learn, interpret, and apply a variety of complex policies and procedures, including identifying deviations from applicable policies
Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough, and occasionally creative solutions
Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data
Work involving front-line contact with a variety of campus and community individuals, requiring active problem-solving and effective interpersonal skills
Demonstrated competence in effectively presenting standard information in writing
Demonstrated competence in understanding, interpreting, and communicating procedures, policies, information, ideas, and instructions
Preferred
Previous experience in a behavioral health or medical clinic setting
Previous experience with medical record keeping
Certification in HIPAA: Protecting Patient Privacy training
Strong communication and customer service skills
Strong listening skills
Ability to handle high-volume, fast-paced telephone and in-person inquiries
Strong multitasking and organizational skills
Ability to work independently and make independent decisions regarding clinical scheduling
Ability to handle emergency or crisis calls or walk-ins while effectively gathering information
Ability to professionally handle situations and make decisions under stress
Basic computer skills, including Windows OS, email, word processing, and spreadsheets
Advanced computer skills with medical record-keeping software
Benefits
Medical, dental and vision plans
Membership in the California Public Employees Retirement System (CalPERS)
Sick and vacation time
15 paid holidays a year
Fee waiver education program
Company
The California State University
The California State University is the largest system of four-year higher education in the country, with 22 campuses, 56,000 faculty and staff and more than 450,000 students.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$8.85MKey Investors
DensoNational Endowment for the Humanities (NEH)Dale Carlsen
2024-10-30Grant
2023-01-10Grant· $0.15M
2018-10-26Grant· $2.7M
Leadership Team
Steve Relyea
Executive Vice Chancellor and Chief Financial Officer
Recent News
2025-12-19
East Bay Times
2025-12-10
Company data provided by crunchbase