Community Counseling Services Assistant

Community Counseling Services Assistant

Position Title
- Community Counseling Services Assistant

Position Category
- Staff (Non-Exempt)

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…