Assistant To The Director Of Caps

Campus:
Pomona

Job ID: 530053

Job Title:
Assistant to the Director of CAPS

Appointment Type:
Probationary

Time Base:
Full-Time

Date Posted:
August 3, 2023

Closing Date:
August 18, 2023

Description:

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union – Unit 9

Job Classification: Administrative Analyst/ Specialist

Classification Salary Range: $3,518 - $6,791 per month

Anticipated Hiring Amount: $4,170 - $5,295 per month

Work Hours: Monday – Friday 8:00am-5:00pm

Recruitment Closing Date: August 18th, 2023

THE DEPARTMENT

Counseling and Psychological Services (CAPS), which includes the Survivor Advocate Services, is an organizational unit of the Campus Health and Well-being Cluster within the Division of Student Affairs. The unit strives for excellence in student services by adhering to the values adopted by the Division (i.e., a Student-Centered Philosophy, integrity, Interconnectedness, Passion, Quality, and Richness of Diversity). In keeping with these values, Counseling and Psychological Services provides a variety of mental health and outreach services to the university community. One of the department's primary goals is to enhance the psychosocial development and emotional well-being of students, thus, contributing to their retention and graduation from the University. In performing the duties and responsibilities of this position, the incumbent should demonstrate attitudes, behaviors, and work ethic that exemplify the Divisional Values in response to assisting students with mental health concerns.

DUTIES AND RESPONSIBILITIES

Administrative Function/ Support

• Must effectively organize highly sensitive information and interpersonal interactions at all levels of the organization maintaining strict confidentiality; answer questions and handle situations in which knowledge, interpretations, and diplomacy are critical, especially in handling confidential information and files; and manage and maintain the Director's schedule both in Outlook and the Point and
• Maintains database and coordinates the mailing of program and trainee recruitment information to numerous graduate program sites. Responds to inquiries related to the internship recruitment process and program eligibility of candidates; oversee the management of records in tracking intern applications; analyze and submit applicant data. Maintains applicant files and ensures completion of all application requirements. Oversees all scheduling of interviews for intern finalists and Counseling and Psychological Services staff, and types and mails notices of acceptance/non-acceptance to the internship program.
• Serves as a liaison between Counseling and Psychological Services' area, department tech, and SAITS or other computer support-help-desk personnel.
• Responsible of the identification of options, price, and purchase of area supplies, materials, furniture, equipment, and other items as needed; prepares the appropriate paperwork, requisitions, and/or work orders as needed; and research costs associated with large purchases. Ensures the department adheres to appropriate rules and regulations in the purchasing of supplies and equipment. Ensures that all office equipment is periodically serviced and functions properly, including computers, copiers, fax machines, tape recorders, and video equipment. Coordinates the area's requests for repairs and follow-through to ensure that work is completed.
• Provide administrative, technical, and analytical support for the Director and Associate Director of Counseling and Psychological Services.
• Updates and maintains policies and procedures related to area operations.
• Organizes and maintains accurate, up-to-date personnel records on all area employees. Ensures that the following are in employee files and communicates file needs with the Director for the following items including, but not limited to, relevant license renewals, credentials, continued education training, signed attendance records, supervision and training requirements for doctoral interns and other trainees, appointment letters/contracts and evaluations.
• Provides administrative support during area recruitment/searches for department staff, including primary administrative support coordination for faculty recruitments. Provides guidance and protocol information (particularly from Faculty Affairs) to the Director and Search Committee members regarding employee recruiting procedures; and handles all fiscal expenditures related to the recruitment process. Assists in the preparation of job descriptions and recruitment materials in accordance with policies and procedures outlined by Human Resources and Faculty Affairs. Oversees the management of records in tracking applications during recruitments. Analyzes and submits applicant data and assists with assembling various documents necessary for the recruitment process. Prepares and mails acceptance/non-acceptance letters to applicants.
• Meets regularly with the Director and, as needed, with the Associate Director and AVP for Campus Health and Well-being regarding area operations, budgetary and personnel matters, day-to-day operations and procedures, and clinical service delivery. Provides regular updates and collaborates with other point persons accordingly.
• Responsible for and coordinate event planning and coordination (of campus programs, activities, functions, and trainings) for Counseling and Psychological Services and the Survivor Advocacy Services. Reserves space/supplies/food/parking as needed and ensures adherence to university graphic standards and marketing protocol. Assembles, with assistance from the Front Office Coordinator, various documents necessary for all events, activities, and programs.
• Ensures attendance reports and payroll documents for personnel are completed and submitted to Payroll Services before specified deadlines.
• Carries out other duties as assigned, such as sitting on committees, attending department and Cluster retreats, and participating in campus events and activities. Participates in employee training opportunities and professional development activities designed to enhance work effectiveness. Assumes other responsibilities at the discretion of the department's Director and AVP for Campus Health and Well-being.
• Coordinates all aspects of the area's safety protocols and procedures (e.g., ensures the performance of the in-house alarm system and related equipment, updates individual staff alarm codes, ensures compliance with building safety codes), training is provided to staff and trainees, to ensure proper use of security equipment and a thorough understanding of security measures. Coordinates area space, including office and key assignments for the area.
• Serves as the Point and
• In conjunction with the Student Affairs Budget Manager and Director, is responsible for monitoring and maintaining accounts for the Counseling and Psychological Services area throughout the fiscal year. Provides accurate information on current and projected expenses. Prepares necessary paperwork for budget transactions and tracks purchases/orders that have been received. Provides monthly reports that include purchases, outstanding, and received items. Coordinates travel arrangements, make reservations and ensures travel policies and procedures are followed.
• Prepares area staff meeting agendas, records area staff minutes at staff meetings, and disseminates minutes to area staff after Director has approved.
• Coordinates the department's personnel and payroll services. Independently performs a wide range of personnel tasks/procedures given the nature of the department's bargaining units and staff classifications (SSP-Academic Related; SSP- Non-Academic Related; Lecturers; clerical staff; student workers and management). Acts as liaison between department Director and Human Resource Services; Student Affairs Division; and Faculty Affairs and plays a key role in establishing mutual understanding and working knowledge of bargaining unit agreements, policies, and procedures as they relate to department employees and classifications. Composes and prepares paperwork accordingly.

Oversight of Administrative Support Services

• Demonstrates excellence in written and communication skills and proficiency in interpersonal interactions; ability to respond well to department clientele in person, by telephone, and via mail. Routinely composes correspondences (e.g., memorandums, clinical documents, letters) in support of professional counselors. Reviews correspondences/materials received by counselors and program coordinators and takes appropriate action and/or follow-up.
• Serves as a backup, if needed, to the Front Office Coordinators and performs responsibilities when providing coverage. Schedules clinical appointments for clients, either by phone or in person. Enters weekly departmental meetings, vacation time, sick leave, external meetings, and special events/activities in the calendar for all area staff. Identifies scheduling conflicts prior to their occurrence. Interfaces closely with every level of departmental personnel in performing a wide variety of duties and responsibilities; make contact with every constituency (students, faculty, staff, administrators, visitors) within the campus community on a regular basis and has some form of communication with virtually every major office and/or academic college/department on campus. Regularly collaborates with departmental staff and/or interfaces with members of the campus community in the implementation of clinical services, outreach and consultation efforts, crisis intervention, and training programs. Demonstrates proficiency at independently making community referrals for certain members of the campus community and for external community members.
• Deals with confidential and sensitive matters emanating from the departments within the cluster and other administrative offices, academic colleges, and/or student service units. As such, generally answers questions and responds to situations in which judgment, confidentiality, tact, discretion, knowledge, and diplomacy are critical, especially when playing a role in the handling of crises/emergency situations, confidential documents, and information; and in working with a clientele in need of unique services (a customer base that includes students, faculty, staff, administrators, student parents, and community members/agencies).

Lead Work, Training, Diversity, and Inclusion

• Oversee front desk operations and procedures. Monitor the workflow, delegation, and completion of tasks by deadlines for the Front Office Coordinator.
• Independently answer questions and respond to situations in which judgment, knowledge, interpretations, and diplomacy are critical, especially in the handling of crisis situations, emergency services, confidential information, and files, and in working with a unique departmental clientele. Ensure that the legal and ethical standards of psychology, social work, and marriage and family therapy are upheld in the execution of front desk operations and in establishing guidelines for handling, maintaining, and storing student records and documents.
• Assigns tasks within counseling area projects to Front Office Coordinator and front office employees.
• In all our responsibilities, working to integrate in our work more culturally relevant and social justice mindedness through the learning of one's own culture and engaging in more opportunities to learn about other communities different from our own to continually build the department's commitment to becoming a culturally relevant organization.

QUALIFICATIONS

• Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects, including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.
• Requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.

Preferred Qualifications

• Experience working with the University student population, especially in the mental health domain; working knowledge of policies and procedures related to the field of psychology; excellent interpersonal skills and customer service experience; ability to prioritize tasks; crisis intervention skills; and experience using PC with Microsoft Office, especially Word, Excel, PowerPoint, and Outlook.
• Ability to organize and plan work and projects, including the handling of multiple priorities quickly and efficiently. Excellent interpersonal skills; ability to communicate effectively both orally and in writing; establishes and maintains effective working relationships within and outside the immediate work environment. Ability to make independent decisions and exercise sound judgment. Expertise in using PC and Microsoft Office (especially Word and Excel), Quicken, and other office equipment and software. Working knowledge of general practices, programs, policies, and procedures related to the organizational unit and its programs. Ability to analyze data and make accurate projections using business mathematics, basic statistical techniques, and software programs. Ability to maintain composure with shifting demands, conflicting priorities, short deadlines, and/or difficult people. Ability to assimilate from oral and written sources, a broad knowledge of campus policies and procedures, and interpret and apply them with clarity and accuracy to individual circumstances. Ability to exercise independent judgment appropriate and necessary to organize, prioritize, track, and complete assigned responsibilities with a minimum of direct supervision and guidance. Ability to recall, retrieve, and communicate information effectively, both orally and in writing. Knowledge of generally accepted accounting principles and procedures and familiarity with financial record keeping, account reconciliation, and budget planning and control. Experience maintaining professional discretion and strict confidentiality. Ability to demonstrate exemplary customer service an highest professional standards.
• One year of directly related work experience or a combination of education and experience that demonstrates the ability to perform the essential functions of the position.

COVID-19 Vaccination

Individuals who access in-person on- or off-campus University programs or activities are strongly recommended to follow the COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention and the California Department of Public Health and to follow any campus safety measures that may be recommended or required by Cal Poly Pomona to decrease the likelihood of COVID-19 transmission or illness and allow the core mission and activities of the campus to continue. The complete text of the policy may be viewed at COVID-19 Vaccinations and Other Safety Measures.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California.

Background Check

Cal Poly Pomona will make a conditional offer of employment, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any criminal conviction history, considering such factors as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for.

I-9

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Smoking

Cal Poly Pomona is a smoke and tobacco-free campus.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at [email protected]. More information is available at:

EEO

Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status. More information is available at: