Clinic Administrative Assistant (Part-Time, Temporary, Hourly)

Summary: California State University - East Bay is a regionally engaged and globally oriented university committed to academic innovation and student success. They are seeking a part-time, temporary Clinic Administrative Assistant to manage clinic inquiries, maintain client files, and support community engagement efforts. Responsibilities: - Respond to clinic inquiries - Record intake information from prospective clients and/or families - Transfer calls to faculty and staff - Ensure all visitors sign in and wear a badge when in restricted clinic areas - Email, mail, or give clinic application forms to clients and/or families - Provide reports to clients, family members or outside agencies with client approval - Direct visitors to other locations on campus as needed - Refer students to other staff and/or faculty as needed - Create and maintain client files in the Electronic Medical Record system - Email and mail confirmation letters to clients for Diagnostic Evaluation appointments - Send Authorization for Release of Information forms to request background information of clients - Contact clients and/or families to obtain information or send notices - Shred confidential files - Keep clinic forms stocked - Maintain tests, test protocols, and clinic supplies - Prepare clinic for the start of services each term (e.g., VALT, badges, business cards, clinician packets) - Post therapy and diagnostic schedule - Track clinic requirements for graduate clinicians and volunteers that need background checks and fingerprinting prior to the start of clinic to Human Resources and University Police Department - Coordinate with the appropriate administrator to notify students when results of background checks and fingerprinting are received - Prepare clinic fee log each term - Process cash and check fee payments for clinical services and provide receipts - Maintain client fee payment log - Keep log of parking passes to clients and/or family - Process outgoing and incoming mail as needed - Make copies of clinic forms as needed - Assist in planning and execution of department events as directed - Assist with data acquisition associated with accreditation as directed - Prepare marketing materials for clinical services - Attend community events to represent the clinic - Disseminate clinic-related mailings - Check facilities weekly to restock supplies for therapy rooms and ensure clinic spaces are clean and tidy - Report facilities or equipment problems to ASC Required Qualifications: - Ability to communicate effectively both orally and in writing with diverse clients, students and staff - Ability to independently operate and troubleshoot office equipment (e.g., printers, copiers, scanners) - Proficiency in Microsoft Word and Excel for document creation, data entry, and basic reporting - Ability to manage multiple tasks and prioritize in a fast-paced office environment - Ability to lift up to 30 pounds - Entry to this classification requires fundamental written and oral communication skills, including a sound foundation in English grammar, spelling, and punctuation; an ability to understand standard office procedures; an ability to operate standard office equipment; an ability to learn office technology systems; an ability to perform basic mathematical calculations; and typing and keyboard skills. These entry qualifications would normally be obtained through completion of a high school program or its equivalent and some experience in an office environment Preferred Qualifications: - Language proficiency in Spanish, Mandarin Chinese, American Sign Language, and/or Tagalog - Understanding of client and student confidentiality requirements (HIPAA/FERPA) - Experience processing cash, check, and credit card payments - Proficiency with multi-line telephones and TTY machines Required Skills: Microsoft Word, Microsoft Excel, Office equipment operation, Multi-line telephone operation, TTY machine operation, Cash and check payment processing, Client confidentiality (HIPAA), Student confidentiality (FERPA), American Sign Language, Spanish language proficiency, Mandarin Chinese language proficiency, Tagalog language proficiency, Effective oral communication, Effective written communication Benefits: Medical, Dental, Vision, Retirement (CalPERS), 401k, 457, 403(b), Dependent and health care reimbursement accounts, Life insurance, Vacation and sick, 14 paid holidays, One personal holiday, Tuition fee waiver